Consultant – Procurement Policy Review and Update

Job Description

The International Renewable Energy Agency (IRENA) is an inter-governmental organisation mandated to promote the widespread and increased adoption and sustainable use of all forms of renewable energy. IRENA supports countries in their transition to a sustainable energy future and serves as the principal platform for international cooperation, a centre of excellence, and a repository of policy, technology, resource and financial knowledge. The Agency’s membership comprises 170 Members (169 States and the European Union), with an additional 14 in the process of accession.

The Division of Administration and Management Services (AMS) is responsible for providing the Secretariat with effective and efficient services across finance, human resources, procurement, information technology, travel, and general services. The Procurement Section plays a critical role in ensuring the transparency, fairness and value-for-money in the Agency’s acquisition of goods and services.

IRENA’s current Procurement Policy Manual came into effect in January 2012 and was operationalised in April 2015. In view of evolving international standards, broader engagement with external donors, and the Agency’s expanding operational activities, IRENA is initiating a comprehensive review of its Procurement Policy Manual and associated procedures. The objective is to ensure alignment with recognised best practices, enhance clarity and usability, and reinforce coherence with internal regulatory standards as well as the expectations of Members and funding partners.

Objective

The objective of this consultancy is to deliver a revised and streamlined Procurement Policy Manual aligned with IRENA’s operational needs, internal controls, and international good practices. The revised framework will enhance consistency, accountability, and efficiency across procurement activities, while maintaining flexibility to respond to external donor expectations where relevant.

Scope

Under the overall guidance of the Director of Administration and Management Services (DAMS), and direct supervision of the Chief Procurement Officer, the consultant will:

1. Review and assess the current Procurement Policy Manual and applicable regulatory framework: Undertake a comprehensive review of the existing Procurement Policy Manual to identify outdated provisions, inconsistencies, usability gaps, and alignment issues with international good practices. Assess consistency with procurement-related provisions of IRENA’s Financial Regulations and Financial Procedures, and recommend any necessary updates. Review recent internal audit findings and relevant internal guidance materials to inform the revision.
2. Ensure consistency in policy application and documentation: Verify terminology, structure, and cross-references. Ensure alignment between overarching policy principles and procedural implementation. Propose a clear and consolidated format linking policy, procedures, and standard tools/templates.
3. Benchmark against international standards: Conduct a comparative review of procurement frameworks of selected international organisations (e.g. UN Secretariat, UNDP, UNOPS, World Bank, European Commission) to identify relevant best practices and practical enhancements.
4. Assess donor compliance options: Review procurement requirements from major external donors and recommend procedural flexibility, waiver provisions, or stand-alone arrangements that allow IRENA to accommodate such requirements without compromising internal controls.
5. Draft procurement sanctions policy provisions: Prepare provisions or annexes addressing vendor misconduct, sanctionable practices (e.g. fraud, collusion, coercion), procedural safeguards for due process and fairness, and reporting obligations.
6. Propose implementation and training considerations: Identify key implementation requirements including internal guidance, training needs, and a communications brief for staff awareness and capacity development.
7. Liaise throughout with the Legal Office and Procurement Section to ensure consistency with IRENA’s legal framework, internal control requirements, and operational practicality.

Deliverables

The consultant will be required to complete the following five deliverables. Each deliverable will be submitted in draft and final formats, as applicable, and reviewed by the Chief Procurement Officer and endorsed by the Director of Administration and Management Services (DAMS). The consultant is expected to maintain close coordination with the Procurement Section and the Legal Office throughout the assignment. Progression to each subsequent deliverable will be subject to the review and agreement of the prior output by the Procurement Section and DAMS:

• Deliverable 1: Assessment Report:
  A diagnostic review of the existing IRENA Procurement Policy Manual, procedures, templates, and relevant internal audit recommendations. The report will outline gaps, outdated provisions, inconsistencies, and areas for streamlining and clarification.
• Deliverable 2: Benchmarking and Donor Compliance Report
  A comparative review of procurement frameworks in selected international organisations (e.g. UN Secretariat, UNDP, UNOPS, World Bank, European Commission). The report will highlight relevant best practices and propose how IRENA may meet major donor requirements while maintaining policy coherence.
• Deliverable 3: Draft Revised Procurement Policy Manual
  A consolidated and updated draft of IRENA’s Procurement Policy Manual incorporating findings from benchmarking, international standards, operational needs, and internal review. The revised document should present a clear and coherent policy framework, including overarching principles, procedural workflows, financial thresholds, and defined roles and responsibilities. The draft shall support consistency in application, reinforce internal controls, and accommodate flexibility where necessary to address external partner requirements. It will follow a coherent, modular structure suitable for both policy application and operational use.
• Deliverable 4: Vendor Sanctions Policy
  Draft policy provisions or annexes defining misconduct by vendors and contractors (e.g. fraud, collusion). The document shall define the scope of sanctionable conduct, outline applicable administrative sanctions, and set out internal procedures for enforcement, due process, and appeal. The consultant shall ensure that the proposed policy is legally sound, operationally feasible, and aligned with IRENA’s internal regulatory framework as well as relevant practices of the United Nations, other international organisations, and external funding partners.
• Deliverable 5: Finalisation and Implementation Package
  Final revised Procurement Policy Manual, incorporating internal feedback from the Procurement Section, Legal Office, and other relevant stakeholders. Supporting materials must include:
  • Implementation guidance;
  • A list of tools and templates required for operational rollout;
  • Communications brief and slides pack to support staff awareness and internal promulgation of the approved Procurement Policy Manual.
  • Knowledge transfer package with annotated templates, reference materials, and user guidance;
  • Targeted advisory support ahead of implementation.

Schedule

The consultancy is to be completed in a maximum of 30 working days within a 4-month period, with delivery based on the schedule below. Working day estimates are indicative and will be certified upon delivery of each output.

Qualifications

Education

• Advanced university degree (Master’s level or equivalent) in public procurement, law, business administration, public administration, or a related field. A first-level degree with additional relevant experience may be accepted in lieu of the advanced degree.

Experience and Skills

• A minimum of ten (10) years of progressively responsible professional experience in procurement policy development and implementation within international organisations, including experience with or within the United Nations system or comparable multilateral institutions.
• Demonstrated knowledge of procurement regulations and procedures applicable to the United Nations, international organisations, and key international donors, including the World Bank and the European Commission.
• Proven experience in drafting, reviewing, and updating procurement policies, procedures, and operational manuals.
• Familiarity with procurement audit and compliance frameworks, including risk mitigation and legal considerations.
• Strong analytical, organisational, and drafting skills, with a clear ability to communicate complex policy issues concisely and effectively.

Languages

• Excellent command of English (both written and oral) is required.