Procurement Process : Other
Office : Bissau - GUINEA-BISSAU
Deadline : 26-Feb-18
Posted on : 19-Feb-18
Development Area : HEALTH
Reference Number : 44277
Link to Atlas Project :
00106406 - Fight against Malaria - NFC
Documents :
Individual Consultant Procurement Notice-PMU-WH Manager 2018
GNB- ToR WH Manager
Overview :

Description of the assignment: CONSULTANT / WAREHOUSE MANAGER.

A.To Manage the day-to-day operations of the warehouse;

B.To provide formal and hands-on training in all warehousing functions to the new CECOME management team and all other staff;

C.To provide formal and hands-on training in all required Warehouse management system (e.g. MACS) functionalities to the new CECOME management team and all other concerned staff;

D.To implement the new operational practices as appropriate and make any new amendments, practices and SOPs that are necessary both to the management needs and to provide data and stock reports that will be shared with different stakeholders

E.To supervise installation and commissioning of the new warehouse-in-a-box

F.To establish a fully operational active distribution planning down to the health centers for all grants from the new warehouse.

Project name: Global Fund / FIGHT AGAINST MALARIA - NFC 00107168

Period of assignment/services (if applicable): to start on/about 01 March 2018 – to end no later than 20 December 2019 (after completing a total of 396 work days).

Proposal should be submitted online at UNDP Jobs in addition to email: no later than 26 February 2018.

Any request for clarification must be sent in writing, using standard electronic communication to the following address . The Procurement Unit will respond in writing by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.


Capacity Building statement: The Long Term Technical Assistance (LTTA) provider will ensure the transfer of full functionality to the new warehouse and systems and daily operations training to the new Warehouse Management as well as further skills’ transfer to the local warehouse staff, permitting successful adaptation to the new environment and to the continually expanding warehousing and distribution needs.

CECOME’s activities are constantly increasing and cover multiple programs (GF Malaria Grant, GF TB Grant, GF HIV Grant, Ministry of Health Essential Drugs Program, WHO and partners pre-positioning for Ebola, UNICEF, UNFPA and EU Commodities). It is clear that CECOME needs to adapt its modest system structure to handle a more complex and sophisticated system and thrive to become a warehousing facility up to internationally recognized standards.

The acquisition of a warehouse-in-a-box (WIB) at the end of 2017 adds another dimension for such consultancy’s required skills in activities such as contribution to architectural drawings and design, supervision on behalf of UNDP of installation, commissioning and transfer of commodities to the new building.

The 2017 TA ensured a full diagnosis of the existing ERP and the selection of a new warehouse management information system (MACS) Current management did not benefit from the existing system that was rendered inoperable and CECOME staying with a fully manual system with all the caveats and risks to product management that this entails. It is strongly recommended to continue the training and skill transfer of the CECOME warehouse staff on the new system and its multiple functions.

As the only public “Centrale” in Guinea-Bissau, CECOME requires a fully functioning and rather sophisticated WMIS system for the proper management of its day-to-day operations. With the renewal of the GF grants and other public health interventions as well as the acquisition of a new warehouse, CECOME could benefit from a full time support and additional warehousing management expertise of its warehousing and systems functions through software and operations review as well as further skills transfer to permit warehouse staff to do their jobs most efficiently.


  • Diploma in warehouse management, Logistics or equivalent. Master degree in business or related field with concentration in warehouse management preferred.
  • At least ten years of Practical Warehouse Management experience, of which at least five years must have been spent in a senior management positions preferably in a pharmaceutical or public health supplies management environment. Experience working in warehouse management of perishable products a plus.

III. Competencies:

  • Exceptional client management skills, excellent interpersonal skills, sound judgment, communication skills and high ethical standards.
  • Knowledge of appropriate methods for data analysis and reporting.
  • Knowledge And Practical Experience In The Management Of Project Teams Involved In The Construction And Commissioning Of New Pharmaceutical Warehouse Projects
  • Demonstrate high level computer skills in Microsoft Office suite applications including, Word, Excel, Power Point, Project, and AutoCAD applications.
  • In depth knowledge of Macs Warehouse Management System and ability to train staff of all levels in its effective use.
  • Understanding of International Standards and Quality Management Systems.
  • Experience of creating, updating and implementing of SOPs as situations change.
  • Ability to work in team environment, demonstrating leadership.
  • Good knowledge of English or French language including reading and writing. Knowledge of Portuguese a plus.


Interested individual consultant must submit the following documents/information to demonstrate their qualifications:

1. Proposal:

(i) Explaining how his/her achievements and experience to date prepared him/her for this position in addition to skills and competences relevant to this job

(ii) Provide a brief methodology on how he/she will approach and conduct the work

2. Financial proposal

3. Personal CV including past experience in similar projects and at least 3 references


  • Lump sum contracts

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).


All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. UNDP will not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed


Individual consultants will be evaluated based on the following methodology:

Cumulative analysis (selected)

With this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/ compliant/ acceptable, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; [70%]

* Financial Criteria weight; [30%]

Only candidates obtaining a minimum of 75 points on the technical proposal would be considered for the Financial Evaluation



Max. Point




  • Education



  • Experience in Warehouse management (10 years)



  • Experience in commissioning a new warehouse



  • Knowledge of Warehouse Management system software & computer skills



  • The presented methodology in terms of approach and comprehensiveness



  • Experience in planning and implementing distribution strategies



  • Languages (French or English) (Portuguese a plus)








The contract will be awarded to the Offer scoring the “highest overall score (HS)”.


The formula for determining the financial scores is the following:

SF= 100 x Fm/F


SF – is the financial score

Fm – is the lowest price

F – is the price of the proposal under consideration.


The Highest Score will be calculated by using the following formula:

HS = (ST x 0.7) + (SF x 0.3)


HS – is the highest score

ST – is the technical score

SF – is the financial score