Government of Islamic Republic of Afghanistan

Administrative Office of the President

National Procurement Authority
(NPA)

Public Financial Management Reform Project II (Grant No: TF010024)

Terms of Reference (ToR)

Consultancy Services for the Establishment of
National Procurement Institute (NPI)

September 2015

A.

Description:
Assignment

Contract Title

Establishment of National Procurement Institute

Consultancy Services for the Creation and

Establishment of National Procurement Institute

To develop concept paper, strategy, blueprint, training

Scope of Contract

curricula, assessment and certification mechanisms,

human resource development, service delivery
methodology, MIS, strategic communications plan and
sustainability plan.

Province, Country

Kabul , Afghanistan

Name of Client

National Procurement Authority

Administrative Office of the President
Islamic Republic of Afghanistan

Administrative Office of the President,Pashtoonistan

Watt, Kabul, Afghanistan
Address

Contact:
Mr. Sohail Kaakar, Senior Strategic Advisor
Email: sohail.kaakar@aop.gov.af.
Telephone: +93 786216429

B.

Background
The National Procurement Authority (NPA), was established in 2014 under the auspices
of H.E. President Mohammad Ashraf Ghani in line with his vision for public sector
reform and eradication of corruption. The NPA is mandated to bring about institutional
and integrated systemic reform to the national procurement system. The NPA is also
responsible for strengthening procurement policy, regulatory mechanisms, capacity
building, streamlining procurement processes, facilitating procurement of high-value
contracts, to foster effective, efficient, transparent and fair procurement as well as
minimizing fraud and corruption within the public procurement spheres.

In order to foster reform and transparency, NPA is striving to integrate and modernize
the procurement system while faced with various challenges including lack of sufficient
and professional human resources within the civil service as well as inadequate capacity
within the private and non-government sectors, resulting in low service delivery,
mismanagement and waste of public resources.
To address current challenges, NPA is determined to professionalize procurement sector
by creating and establishing the National Procurement Institute (NPI)as a government
run institute to provide standard academic education, training and certification to civil
servants, private and non-government sectors, as well as young people who are
interested in pursuing a career in public procurement or supply change management.
C.

Subject: Creation and Establishment of the National Procurement Institute (NPI)

D.

Purpose of Consultancy:
To hire a specialized and internationally credible consulting firm to provide assistance to
the National Procurement Authority (NPA)for the creation and establishment of a fully
functional and professional National Procurement Institute (NPI).

E.

Objectives of the Assignment:

I.

Assessment of the current Procurement Training Center by examining the center and a
diverse pool of trained people as a whole with focus on the content, course delivery,
curriculum and built capacities;

II.

Development of Procurement Training curriculum in compliance of Public Procurement

Law of Afghanistan and donor guidelines (especially World Bank and ADB) with
covering integrity, ethics and anti-corruption measures;

III.

Design a standard procurement certification mechanism for procurement experts;

IV.

Development of examinations and supervision procedures for Professional

Procurement Training Certificate;

V.

Development of a comprehensive 5-year strategic plan covering concept, structure,

implementation, estimated budget, resources, risk assessment

VI.
VII.
VIII.

Assisting NPI in establishment of professional procurement cadre

Development of exit strategy of the consultant after end of assignment
Development of a strategy and curriculum for Train-The-Trainer

F.

Functional Responsibilities and Deliverables:

1. Conduct a thorough assessment of the current Procurement Training Center by

examining the center and a diverse pool of trained people as a whole with focus on
the content, course delivery, and curriculum and built capacities in the past.
2. Develop a comprehensive 5-year strategic plan (consisting of vision, mission, goals,
objectives, key focus areas, values, organizational structure, implementation,
budget, required resources, budget, risk assessment etc.) for Start-Up of the NPI
3. Creating a work plan and an operational plan for managing and running the NPI
4. Develop an initial five-year budget for the NPI.
5. Develop a sound organizational structure for the NPI
6. Develop a recruitment policy and procedure for NPI administration and academia as
well as professional development plan and program i.e. train-the-trainer initiatives.
7. Develop specific ToRs for NPI structure.
8. Conducting Training Needs Assessment and developing educational program and
training curriculum package [taking into account different stages/ levels such as
Basics/ Entry Level, Practitioner, master practitioner and advanced level] in
compliance with procurement activities of the Government of Afghanistan
(containing procurement law/ regulations, policies and strategies and other
procurement guidelines (majorly from World Bank and ADB); the curriculum
package shall also contain the procurement components and functions which would
contribute in enhancement of accountability, transparency, efficiency, integrity,
ethics and anti-corruption measures.
9. Developing a training monitoring and evaluation framework to measure the
efficiency of the training;
10. Designing a standard Procurement Certification Mechanism for procurement experts
by this task, the Procurement Experts should be able to obtain Professional
Procurement Certificate by means of Certification Exams. Procurement Professional
Certificate granted to a procurement expert shall guarantee a certain level of
expertise on Public Procurement and supply-chain management.
11. Build an enrollment plan as per the different learning stages above to ensure
meeting the demand for development of a professional cadre to the maximum
extent possible.
12. Develop a framework for NPI international partnerships
13. Develop specific arrangements/tools (i.e. assessment tools)/criteria for students
enrollment, examination, certification and national accreditation.
14. Establish systems for the management of staff, books, materials, assets etc.
15. Develop Standard Operating Procedures (SOP) and Training Manuals

G.

Consultancy Period:
The services of the consultants shall be procured for a period of 12 months (1 year) from the
date of commencement of the assignment.

H.

Data, Services and Facilities to be provided by the Client.

The NPA would supervise the assignment and facilitate interactions and exchange of
information between the consultants, concerned Line Ministries, etc. The Client shall provide
sufficient number of counterpart staff and basic technical inputs. An outline of the "Duties of
the Client" is given in Appendix-1.

I.

Outputs of the Consultant/Reporting Requirements

The reporting requirements of the consultants in terms of their output for the assignment shall
be as outlined in Appendix-2. In addition to the paper copies, the consultant will make available
electronic copies of all reports and intellectual properties in appropriate software.

J.

Review Procedure to Monitor Consultants' Works

The NPA shall be responsible for reviewing of all reports produced by the consultant (baseline
assessment, monthly, mid-term, and final reports) and suggest any modifications/changes
considered necessary. The General Director of NPA, or anyone designated by him, shall be the
authorized representative of the Client for all correspondence with the Consultant as well as to
manage the contract of the Consultant.
The Client will respond to the Consultant's reports within 2 weeks of receipt, and will then
receive any comments from the Consultant within 10 calendar days thereafter. Consultants
Reporting Requirements are outlined in Appendix -2.

K.

Security Situation and costs

All the security and office space costs associated with the consultancy services shall be the
responsibility of the consultant and shall be considered in the consultants financial proposal.

1. Appendix - 1
Key Professionals
The professional staff inputs in person months for the assignment are estimated below:

SI

Position
Estimated
Input in
person
months
Key Professionals

Programme Manager/ Team Leader

12

Institution Development & Management Specialist

Procurement Training Specialist (procurement and framework

agreement)

Procurement Training Specialist (supply chain & contract management)

Curriculum development cum Exam & Certification Specialist

(Procurement and framework agreement)

Curriculum development cum Exam & Certification Specialist

(Supply-chain & Contract Management)
Total Input for Key Professionals

6
43

Main Job Descriptions and Minimum Qualifications

The job descriptions and minimum qualification of these key/other professionals for the Key
Professionals are indicated below. The tasks assigned to each position are indicative. Consultant is free
to make necessary adjustments so as to optimize work keeping in view Experts expertise and work load
but shall be responsible for completion of all the assigned tasks and responsibilities to highest
standards:

SL

Positions

Programme

Job Descriptions

Minimum Qualification

a) Co-ordinate the general day-to-

Manager/Team

day

Leader

Consultants team;
b) Chief

activities

liaison

regarding

of

with

activities
6

the

a) Professional qualifications
in procurement ;
b) At least fifteen years of

client
to

be

post-qualification
experience

directly

undertaken

under

the

assignment ;

relevant to procurement ;
c) Familiarity

c) Spearhead the rolling out of

training systems - both for
short term and long term
courses;

Bank

or

World

other

donor

procurement procedure.
d) Experience of having led a
team

d) Lead development of strategic

with

of

procurement

professionals

plan, budget plan, Work plan,

and operational plan etc.;
e) Be responsible for all reports
(monthly,

quarterly

etc.)produced

by

the

consultant for the client ;

f)

Establish

systems

for

the

management of staff, books,

materials, assets etc.
2

Institution
Development

a) Conduct
&

assessment

thorough
of

current

a) Professional qualification
in procurement ;

Management

Procurement training Center

Specialist)

including a diverse pool of

qualification

trained people with focus on

directly

the content, course delivery,

Institutional development

curriculum, and built capacities

and procurement related

in the past;

management;

b) Develop a comprehensive 5-

b) At least ten years of postexperience

relevant

to

c) Familiarity with World

year strategic plan (consisting

Bank or other donor

of

procurement procedure;

vision,

mission,

goals,

objectives, key focus areas,

values etc.) for start of the NPI
c) Develop 5 years strategic plan
including budget plan for NPI,
Work plan and operational plan

d) Experience

in

Public

Procurement
Development
Governance

and

for

running

the

NPI

and

Organization Structure etc.

d) Develop a recruitment policy

and

procedure

for

NPI

administration and academia

as

well

as

professional

development

plan

and

program i.e. train-the-trainer

initiatives
e) Develop specific TORs for NPI
structure
f)

Any other task assigned by

Programme

Manager/Team

Leader
3

Procurement

a) Conducting Training Needs

a) Professional qualification

Training Specialist

Assessment and developing

in procurement training;

(Procurement and

educational program;

Framework

b) Developing training modules

Agreement

and case studies using real

qualification experience
directly relevant to
procurement ;

life cases;

c) Familiarity with World

c) Conducting

training

curriculum packages;
d) Developing

Bank or other donor

procurement procedure;

training

d) At

Least

years

monitoring and evaluation

Experience of conducting

framework to measure the

training

efficiency of the training;

agreement/ Procurement

e) Conduct training for Train-

Any other task assigned by

Programme

preferably

in

framework

with

international experience

The-Trainer
f)

b) At least ten years of post-

Manager/Team

Leader.
4

Procurement

a) Conducting Training Needs

e) Professional qualification

training specialist

Assessment and developing

in procurement training

(supply chain and

educational program

including framework

contract
management

agreement and contact

b) Developing training modules

management;

and case studies using real

f)

life cases

At least ten years of postqualification experience

c) Conducting

training

curriculum packages
d) Developing

directly relevant to
procurement ;

training

g) Familiarity with World

monitoring and evaluation

Bank or other donor

framework to measure the

procurement procedure;

efficiency of the training;

At Least 3 years

e) Conduct training for Train-

Experience of conducting
training in supply chain

The-Trainer

management and
Any other task assigned by

contract management/

Programme

preferably with

Manager/Team

Leader.
5

Curriculum
Development
Specialist
(Procurement
and

framework

agreement)

international experience

a) Developing
training
curriculum packages [taking
into
account
different
stages/ levels such as Basics/
Entry Level, Practitioner,
master practitioner and
advanced
level]
in
compliance
with
procurement activities of the
Government of Afghanistan
(containing
procurement
law/ regulations, policies
and strategies and other
procurement
guidelines
(majorly from World Bank
and ADB); the curriculum
package shall also contain
9

a) Professional qualification in
procurement;
b) At least ten years of postqualification experience
directly relevant to
procurement ;
c) Familiarity with World Bank
or other donor
procurement procedure;
d) At Least 5 years Experience
of developing curriculum in
framework agreement and

Procurement

the
procurement
components and functions
which would contribute in
enhancement
of
accountability, transparency,
efficiency, integrity, ethics
and
anti-corruption
measures.
b) Designing
a
standard
Procurement
Certification
and examination Mechanism
c) Build an enrollment plan as
per the different learning
stages above to ensure
meeting the demand for
development
of
a
professional cadre to the
maximum extent possible.
d) Develop a framework for NPI
international partnerships
e) Develop
specific
arrangements/tools
(i.e.
assessment
tools)/criteria
for students enrollment,
examination,
certification
and national accreditation
f)

Curriculum
development
specialist (Supply
chain
contract
management)

and

Any other task assigned by

Programme Manager/Team
Leader

g) Developing
training
curriculum packages [taking
into
account
different
stages/ levels such as Basics/
Entry Level, Practitioner,
master practitioner and
advanced
level]
in
compliance
with
procurement activities of the
Government of Afghanistan
(containing
procurement
law/ regulations, policies
and strategies and other
10

e) Professional qualification in
procurement;
f)

At least ten years of postqualification experience

directly relevant to
procurement ;

g) Familiarity with World Bank

or other donor
procurement procedure;
h) At Least 5 years Experience

of developing curriculum in

procurement
guidelines
(majorly from World Bank
and ADB); the curriculum
package shall also contain
the
procurement
components and functions
which would contribute in
enhancement
of
accountability, transparency,
efficiency, integrity, ethics
and
anti-corruption
measures.

supply chain and contract

management.

h) Designing
a
standard
Procurement
Certification
and examination Mechanism
i) Build an enrollment plan as
per the different learning
stages above to ensure
meeting the demand for
development
of
a
professional cadre to the
maximum extent possible.
j) Develop a framework for NPI
international partnerships
k) Develop
specific
arrangements/tools
(i.e.
assessment
tools)/criteria
for students enrollment,
examination,
certification
and national accreditation
l)

Any other task assigned by

Programme Manager/Team
Leader
a)

Appendix - 2

Reporting Requirements

Consultants REPORTING REQUIREMENTS

The Consultants will submit the following reports:

11

1. An Inception Report at the end of four weeks from Contract Effectiveness, containing an action
plan and approach for the assignment, etc.
2. Monthly Progress Reports to track and report progress made against plan for all the major
components of the project including expenditure incurred under the contact against contracted
amount. The report should highlight activities undertaken during the month, reasons for failing
to attain any planned activities not undertaken, constraints encountered, recommendations for
improvement, and planned activities for the coming month
3. A Mild Term Reportat the end of 24 weeks to highlight the consolidated progress including the
training materials developed so far; and shortfall, if any, against planned activities and the
measures taken to cover the shortfalls. Client will review the quality of training materials and
suggest areas for improvement which shall be undertaken by Consultant promptly. It is expected
that Consultant would address these suggestions in training/course materials yet to be
developed automatically.
4. A Draft Final Report in the penultimate month of the contract, containing consolidated outputs
of the activities/programs including curriculum, training and course material, usefulness of the
different types of interventions in terms of achieving project objectives, etc., for approval of
NPA.
5. A Final Project Completion Report will be submitted within four weeks after receipt of
comments from the client duly incorporating comments and suggestions.

12