AFDB1JP00001585

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Under the supervision of the YEI MDTF Trust Fund Manager and the ELab Task Manager, and under the overall guidance of the Lead Expert AHHD.0, the Consultant will undertake the following activities:

1. Procurement planning and processing

- Prepare and update procurement plans in line with approved work programmes, budgets, and implementation schedules.
- Coordinate the procurement of consulting services, goods, non consulting services, and other required activities.
- Prepare, review, and quality assure expressions of interest, requests for proposals, requests for quotations, bidding documents, terms of reference, evaluation reports, negotiation records, contract award memoranda, contract amendments, and contract closure documents.
- Coordinate reviews, clearances, and approvals with the relevant Bank departments.
- Advise Task Managers on procurement requirements, risks, delays, and corrective actions.

Relevant documents include approved work programmes and budgets, procurement plans, the Bank’s Procurement Framework, Presidential Directives, Delegation of Authority Matrix, operational manuals, standard templates, and applicable internal procedures.

2. Contract management

- Monitor contract deliverables, payment milestones, amendments, extensions, variations, expiry dates, consultant performance, and closure requirements.
- Maintain an accurate and up to date contract register.
- Prepare and manage procurement and contract related correspondence.
- Follow up on outstanding contractual actions and alert Task Managers to risks or delays.

Relevant documents include signed contracts, payment schedules, deliverable acceptance records, consultant performance assessments, contract amendments, and contract closure checklists.

3. Budget financial and donor reporting support

- Support the preparation, execution, monitoring, and revision of annual administrative and operational budgets and multiyear financial forecasts.
- Monitor commitments, expenditures, disbursements, available balances, and cash flow projections.
- Support the preparation of donor financial reports, financial statements, budget revisions, audit documentation, and other reports required under donor contribution agreements.
- Prepare periodic financial and operational analyses for management review.

Relevant documents include approved budgets, donor contribution agreements, financial reports, SAP records, financial management procedures, audit reports, and annual work programmes.

4. Portfolio monitoring and operational support

- Support Task Managers in monitoring portfolio implementation, contract execution, disbursement performance, implementation progress, audit status, operational risks, extensions, and project closures.
- Maintain operational dashboards covering procurement, contracts, budgets, commitments, disbursements, donor reporting, audits, and agreed performance indicators.
- Prepare briefing notes, internal memoranda, management updates, meeting minutes, and periodic operational reports.

Relevant documents include portfolio reports, project implementation schedules, supervision records, operational dashboards, audit action plans, and management reporting templates.

5. Administrative coordination

- Coordinate the administrative processing of consultant recruitment, contracts, honoraria, travel authorizations, mission expenses, reimbursements, invoices, purchase requests, purchase orders, and payment requests.
- Support the organization of missions, workshops, investment forums, innovation challenges, donor consultations, Steering Committee meetings, governance meetings, and other programme activities.
- Liaise with relevant Bank departments and external stakeholders to facilitate timely implementation.

Relevant documents include administrative procedures, mission and travel guidelines, event plans, consultant recruitment files, invoices, payment documents, and internal approval records.

MANDATORY - Records management and process improvement

- Maintain complete, accurate, and audit ready procurement, contractual, financial, and operational records.
- Support compliance with internal controls, donor requirements, records management standards, and audit recommendations.
- Recommend improvements to procurement procedures, operational workflows, templates, digital filing systems, contract management tools, and portfolio monitoring processes.

Relevant documents include records management requirements, internal control procedures, audit recommendations, standard operating procedures, and existing filing and monitoring tools.

1. Procurement documentation: Complete and quality assured documentation for assigned procurement activities, including expressions of interest, requests for proposals, requests for quotations, terms of reference, evaluation reports, negotiation records, contract award memoranda, amendments, and contract closure documents.

Target delivery date: In accordance with the approved procurement plans and agreed processing schedules.

Reviewer and certifying authority: Relevant Task Manager and authorized Bank approving authorities.

2. Contract management register: An up to date contract management register covering procurement status, contract values, commitments, deliverables, payment schedules, expiry dates, amendments, consultant performance, closure requirements, and outstanding actions.

Target delivery date: Updated monthly.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager and ELab Task Manager.

3. Monthly operational progress report: A monthly report summarizing procurement activities, contract implementation, budget status, portfolio progress, administrative actions, completed assignments, outstanding matters, operational risks, and proposed mitigation measures.

Target delivery date: Within five working days after the end of each month.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager and ELab Task Manager.

4. Portfolio procurement and budget monitoring dashboard: An updated dashboard presenting the status of procurement activities, contract implementation, budget execution, commitments, disbursements, donor reporting, audit actions, project closures, and other agreed performance indicators.

Target delivery date: Quarterly, within ten working days after the end of each quarter.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager and ELab Task Manager.

5. Budget monitoring reports and financial forecasts: Periodic reports presenting budget utilization, commitments, expenditures, disbursements, available balances, cash flow projections, and updated financial forecasts.

Target delivery date: Quarterly and as required for budget reviews and management decisions.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager, ELab Task Manager, and relevant Bank financial authority.

6. Donor financial and audit reports: Financial reports, budget revisions, financial statements, audit documentation, and other reports required under donor contribution agreements and applicable Bank procedures.

Target delivery date: In accordance with the applicable donor reporting and audit calendars.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager and relevant Bank financial authority.

7. Operational calendar: An updated calendar covering missions, procurement milestones, contract deadlines, governance meetings, reporting obligations, donor commitments, and other major implementation activities.

Target delivery date: Updated monthly.

Reviewer and certifying authority: YEI MDTF Trust Fund Manager and ELab Task Manager.

8. Procurement and operational filing system: A complete, accurate, and audit ready electronic and physical filing system covering procurement, contracts, financial transactions, donor reporting, administrative actions, and operational records.

The assignment will have a total duration of twelve months, from 1 November 2026 to 31 October 2027.

The expected start date is 1 November 2026, subject to completion of the competitive selection process, contract signature, and satisfaction of applicable Bank requirements. The assignment must be fully completed by 31 October 2027 unless the contract is amended in accordance with applicable Bank rules and procedures.

The Consultant will provide services throughout the contract period in accordance with the approved work plan, agreed deliverable schedule, and operational needs of YEI MDTF and ELab.

The Bank will provide the Consultant with access, as applicable, to:

- Approved YEI MDTF and ELab work programmes, budgets, procurement plans, and implementation schedules
- Relevant Bank procurement policies, operational manuals, directives, templates, and procedures
- Donor contribution agreements and applicable reporting requirements
- Existing procurement, contract management, budget, financial, and portfolio records
- Relevant SAP data, operational dashboards, document management systems, and other authorized Bank systems
- Background documentation required to complete assigned activities

The designated Primary Contact Person and Supervisor in SAP FG will be the YEI MDTF Trust Fund Manager or another official designated by AHHD.0. The ELab Task Manager will supervise and certify deliverables relating specifically to ELab activities. The Lead Expert AHHD.0 will provide overall guidance.

The Consultant will liaise and collaborate with YEI MDTF and ELab team members, Task Managers, and relevant Bank departments, including Procurement, Legal, Financial Management, Budget, Treasury, Human Resources, Corporate Information Technology, and records management functions.

The relevant Task Manager will define activity requirements, review technical outputs, and confirm satisfactory completion. The designated Supervisor will coordinate the overall assignment, consolidate feedback, evaluate performance, and approve or certify deliverables and invoices in accordance with the contract and SAP FG requirements. Formal procurement, contractual, financial, and administrative approvals will remain with duly authorized Bank staff.

The Bank will provide reasonable access to relevant staff, documents, systems, meetings, and office facilities when required. Unless otherwise specified in the contract, the Consultant will provide their own computer equipment, internet connectivity, telephone, workspace, health insurance, and other resources required for remote work. The Bank will arrange or reimburse authorized official travel in accordance with applicable Bank rules.

The Consultant will work remotely and may be required to travel to Bank offices, project locations, missions, meetings, workshops, and other locations necessary for the assignment.

The Consultant will remain available during agreed working hours and participate in regular virtual or in person coordination meetings. At a minimum, the Consultant will meet with the Supervisor and relevant Task Managers weekly, or more frequently when operational requirements demand.