Terms of Reference (ToR) for an International Procurement Consultant to Support BRAC Liberia

Organization: BRAC Liberia Consultant

Role: International Procurement Consultant

Location: Monrovia, Liberia

Duration: 60 days. 90 days

Reporting to: Head of Operations, BRAC Liberia

1.  Background

BRAC is the world's largest non-governmental development organization, dedicated to alleviating poverty and empowering communities through holistic, integrated approaches. Established in Bangladesh in 1972, BRAC has expanded globally, with operations in multiple countries, including Liberia. BRAC Liberia, operational since 2008, focuses on key sectors such as agriculture, microfinance, health, education, and youth empowerment, reaching across 15 counties. The NGO component encompasses a range of donor-funded projects aimed at sustainable development, including climate-smart farming, post-harvest management, and economic empowerment for smallholder farmers and vulnerable populations.

To ensure efficient, transparent, and compliant procurement processes that align with international standards and donor requirements (AIM, USAID, World Bank, EU guidelines), BRAC Liberia seeks the services of an International Procurement Consultant. This role will support the NGO component by strengthening procurement systems, ensuring value for money, and mitigating supply chain risks for goods, services, and works essential to program delivery.

2. Objectives

• The primary objective of this consultancy is to enhance BRAC Liberia's procurement capabilities within its NGO component. Specifically, the consultant will:
• Ensure procurement activities comply with international best practices, donor regulations, and Liberian laws (e.g., Public Procurement and Concessions Act).
• Optimize procurement processes to improve efficiency, transparency, and cost- effectiveness.
• Build capacity among BRAC Liberia staff to sustain improved procurement practices post-consultancy.
• Establish a robust branch-level and regional offices procurement function/team to efficiently manage field-level procurements aligned to AIM TDOM.
• Review and recommend the current signed framework contracts/agreements' suitability based on the levels of efficiency, transparency, and cost-effectiveness.

3. Scope of Work
The International Procurement Consultant will undertake the following tasks:

1. Review and Update Procurement Plan

• Analyze existing procurement plans for the NGO component, including ongoing and planned procurements for goods (agricultural inputs, Livestock supplies), services (consulting, training), and works (infrastructure).
• Update plans to reflect current project needs, timelines, budgets, and risk assessments.
• Ensure alignment with donor-specific guidelines and international standards such as the BRAC International Procurement Manual, UN Procurement Principles, or World Bank Procurement Regulations.

2. Support Tendering and Procurement Processes

• Develop or refine tender documents, including Requests for Proposals (RFPs), Requests for Quotations (RFQs), technical specifications, evaluation criteria, and contract templates.
• Assist in advertising tenders internationally and locally to promote competition and fairness.
• Guide the evaluation of bids, ensuring impartiality, transparency, and adherence to selection criteria (quality, cost, sustainability).
• Provide expertise in new vendors/suppliers’ selection, negotiations, and contract drafting to minimize risks such as fraud or delays.
• Oversee compliance with anti-corruption measures, environmental sustainability, and ethical sourcing.
• Conduct an independent review of the signed framework contracts and share recommendations on their suitability to continue partnering with BRAC NGO.

3. Risk Management and Compliance

• Conduct a procurement risk assessment for the NGO component and develop mitigation strategies (for supply chain disruptions, currency fluctuations, or ineligible expenditures).
• Ensure all procurement activities comply with relevant regulations, including donor rules, Liberian procurement laws, and BRAC's internal policies.
• Establish monitoring systems for procurement performance, including tracking delivery timelines, quality assurance, and budget adherence.
• Prepare for audits by maintaining comprehensive documentation of all procurement activities.

4. Capacity Building

• Design and deliver training sessions for BRAC Liberia's procurement, finance, and program staff on international procurement best practices, donor compliance, and tools for efficient management.
• Develop user-friendly guides, templates, and tools (procurement manuals, checklists) for ongoing use.
• Mentor staff through hands-on support during live procurement processes with a keen focus on the field-level procurement

5. Reporting and Recommendations

• Provide regular progress reports (monthly)    on procurement activities, challenges, and achievements.
• Recommend    long-term improvements to BRAC Liberia's procurement framework to enhance scalability and resilience.
• Recommend possible adjustment to the set procurement lead time based on the local contexts and availability of items in the open market

4. Deliverables

The consultant is expected to produce the following:

1. Updated Procurement Plan: A comprehensive plan with detailed timelines, budgets, and risk matrices.
2. Training Materials and Report: Session materials, participant lists, and a summary report on training outcomes.
3. Risk Management Framework: A document outlining identified risks, mitigation strategies, and monitoring tools.
4. Procurement Performance Reports: Interim (monthly) and final reports detailing activities, compliance status, and recommendations.
5. Handover Package: All tools, templates, and knowledge transfer materials for sustained use by BRAC Liberia staff.
6. Established Procurement team: 30 branch offices and 5 regional offices have functional procurement committees able to deliver time and quality procurement results.

5. Duration and Timeline

The consultancy is anticipated to commence on 15th January 2026 and last for 2 months, with a potential extension based on performance and project needs. Key milestones include;

• Inception report within 2 weeks of start.
• Mid-term review at 4 weeks.
• Final deliverables at completion.

6. Qualifications and Experience

The ideal candidate should possess:

Education: Advanced degree in Procurement, Supply Chain Management, Business Administration, or a related field. Professional certifications (CIPS, CPSM, or equivalent) are required.

Experience: At least 5 years in international procurement, with significant experience in NGO or development sectors.

• Proven track record in managing procurements for donor-funded projects in Africa or similar contexts
• Familiarity with Liberian procurement laws and international donor regulations (Master Card Foundation, EU).
• Experience in capacity building and training in multicultural environments.

Skills:

• Strong analytical, negotiation, and problem-solving abilities.
• Excellent communication skills in English; knowledge of Liberian contexts is an advantage.
• Proficiency in procurement software (ERP systems) and Microsoft Office tools.
• Ability to work independently and collaboratively in remote or field settings.

7. Reporting and Supervision

The consultant will report to the Country Director and will be working very closely with the Head of Operations at BRAC Liberia. All deliverables must be approved before final payment.

8. Payment Terms

Remuneration will be based on a monthly fee or milestone-based payments, negotiated according to experience. Payments will be made upon satisfactory completion and approval of deliverables. Travel and related expenses (if applicable) will be reimbursed in accordance with BRAC policies.

9. Application Process

Interested candidates should submit;

• A technical proposal (max. five pages) outlining approach, methodology, and work plan.
• A financial proposal with daily/monthly rates and total estimated cost.
• Updated CV highlighting relevant experience.
• References from at least two previous clients.

Applications should be sent to the BRAC Liberia Human Resource Department by January 22, 2026 through this link; International Procurement Consultant

BRAC Liberia is an equal opportunity employer and encourages applications from qualified individuals regardless of gender, disability, or background. All consultants must adhere to BRAC's Code of Conduct, including safeguarding policies.