The Procurement Specialist will be a core member of the Project Executing Unit (PEU), responsible for planning, implementing, and managing all procurement activities within the Ministry of Public Utilities (MPU) PEU and supporting procurement tasks for the two SPC and WASA, as per the program's objectives. This role requires compliance with IDB procurement policies (GN-2349-15 and GN-2350-15), ensuring all procurement activities are executed effectively, transparently, and in alignment with the Government of the Republic of Trinidad and Tobago (GORTT) guidelines.

Objectives

• To oversee and coordinate all procurement activities related to program implementation, maintaining alignment with IDB standards and ensuring timely execution.
• To provide the necessary information to update and monitor the Procurement Plan, in coordination with the Annual Operating Plan (AOP) and Project Implementation Plan (PIP).
• To facilitate efficient communication and coordination among program staff, stakeholders, and the IDB to support program goals.

Scope of Services, Tasks, and Responsibilities

The Procurement Specialist will perform the following tasks:

1. Procurement Planning and Coordination
   • Develop, maintain, and update the Procurement Plan in alignment with the AOP and PIP, incorporating all timelines, budget considerations, and criteria for each procurement activity.
   • Ensure all procurement actions are approved and executed following IDB guidelines and standards, coordinating with the two SPC and WASA teams to ensure timely updates to the IDB platform.
2. Bid Preparation and Process Management
   • Prepare bidding documents for goods, works, and services based on terms of reference and technical specifications provided by the Program Manager, using IDB-standard templates available on the IDB’s Procurement Portal.
   • Conduct bidder meetings, clarify questions, and provide documented minutes to ensure all bidders understand the process, leveraging technical inputs from the team.
3. Procurement and Contract Administration
   • Facilitate the formation and coordination of the Procurement Selection Committee to review technical and financial bids in accordance with IDB procurement policies.
   • Review and monitor procurement processes, preparing evaluation reports and request the necessary Non Objection from the IDB as required.

• Establish and maintain systems for contract administration; monitor contractor activities, review progress, identify problem areas, prepare regular reports on contract status, maintain a contract management system database, and an asset register to ensure all contractual obligations are fulfilled.

1. Stakeholder Engagement and Documentation
   • Collaborate with program staff and external organizations to foster transparency and effective program execution.
   • Manage communication with relevant stakeholders, promoting awareness and facilitating participation from the private sector, as approved by MPU/PEU and with the IDB’s No Objection.
2. Risk Management and Compliance
   • Monitor and update procurement and contract risk actions, adhering to the program’s risk management strategies.
   • Ensure that all procurement and contract management actions are documented accurately, stored in the OBP&CM system, and compliant with GORTT and IDB policies.
3. Additional Support
   • Provide ongoing guidance to PEU staff and stakeholders on IDB procurement policy interpretation.
   • Support contract negotiations and administration, working with technical and financial teams to ensure contractual terms, pricing, performance requirements, and service delivery schedules align with program needs.