BACKGROUND

The Protected Areas Conservation Trust (PACT), as Belize’s National Implementing Entity of the Adaptation Fund, is implementing the project “Enhancing the Resilience of Belize’s Coastal Communities to Climate Change Impacts” (hereinafter “Adaptation Fund Coastal Project”). This five-year project seeks to address the high vulnerability of Belize’s coastal zone—its communities, ecosystems, and productive sectors—to the increasing risks of climate change. The project is financed at US$4 million and is being executed in collaboration with national partners including the National Climate Change Office, the Coastal Zone Management Authority and Institute, the National Meteorological Service, the National Hydrological Service, and the Ministry of Infrastructure Development and Housing.

Belize’s coastline supports critical ecosystems such as mangroves, seagrass beds, and coral reefs, which provide protection and livelihoods for nearly 58% of the national population that lives within 25 kilometres of the coast. However, sea-level rise, stronger and more frequent storms, coastal erosion, saline intrusion, and ecosystem degradation are increasing the risks faced by coastal settlements and economic activities such as tourism and fisheries. Vulnerable groups—including indigenous peoples, women, and small-scale fishers—are disproportionately affected.

The project aims to reduce vulnerabilities and strengthen resilience through four interrelated components:

• • • Improved coastal land use for resilient habitation and sectoral activities;
    • Coastal vulnerability monitoring and early warning;
    • Coastal protection and adaptation responses for high-risk areas; and
    • Awareness raising, knowledge dissemination, and national capacity strengthening.

Through these actions, the project will enhance Belize’s national capacity to plan for and respond to climate change impacts, while promoting sustainable coastal development and safeguarding the livelihoods of coastal communities.

To support the successful implementation of this Adaptation Fund Coastal Project and to ensure financial integrity and transparency in operations, PACT is recruiting a Procurement Officer. The Consultant will work alongside the PACT’s Procurement Sub-Unit, that ensures all activities are conducted in full compliance with applicable legal, policy, and procedural requirements.  Within this framework, the Procurement Sub-Unit operates independently to oversee the procurement of goods, services, and works, strictly adhering to relevant legal standards, internal policies, and donor requirements.  Through this structure, PACT maintains sound financial practices and meets regulatory standards.   

OBJECTIVES OF CONTRACT

The overall objective of this contract is to support the achievement of PACT’s strategic goals and objectives by ensuring transparency, efficiency, and cost-effectiveness in procurement processes through:

• • • Conducting operational procurement for PACT;
    • Conducting project procurement for PACT’s Fiduciary Management function and Climate Finance work programs;
    • Ensuring adherence to PACT’s and project-specific procurement policies and procedures.
    • Maintaining positive vendor/supplier/partner relations;
    • Managing efficient record-keeping.

SCOPE OF WORK

The Procurement Officer will undertake the following responsibilities: 

A. Procurement Management

• • • Implement, and continuously improve procurement procedures and systems;
    • Develop and implement procurement plans based on organizational needs, including preparation and periodic updating of annual procurement plans;
    • Source, evaluate, and negotiate with vendors to obtain the best value for money;
    • Administer and manage operational procurement of works, goods, and services at PACT, ensuring timely procurement while maintaining quality standards. These may include procurement for PACT, for externally funded projects being managed by PACT, for activities for which PACT is providing fiduciary management services, or for other types of activities that may arise;
    • Prepare and issue Requests for Quotations (RFQs), Request for Proposals (RFPs), and bid documents based on clear technical specifications and terms of reference;
    • Work in collaboration with the Communications and Marketing team to arrange all advertising of general procurement notices, specific procurement notices, and requests for expressions of interest;
    • Organize and convene public bid openings, coordinate evaluation committees, and provide timely responses to queries from bidders and interested parties relating to procurement activities at PACT;
    • Coordinate and lead evaluation panel meetings and prepare evaluation reports for submission to the executive management and board for no-objection.

B. Compliance and Policy Adherence

• • • Ensure that procurement activities comply with PACT’s policies, national procurement guidelines, and donor requirements;
    • Maintain and recommend updates to procurement policies as necessary to ensure alignment with industry best practices;
    • Review and certify all procurement reports from Conservation Investment Partners and Climate Finance Partners, to ensure compliance with PACT’s Procurement Policy and Procedures.

C. Vendor and Contract Management

• • • Develop and maintain a database of pre-qualified suppliers and service providers;
    • Conduct market research to identify reputable vendors;
    • Evaluate supplier performance and manage contracts to ensure compliance with terms and conditions;
    • Handle vendor disputes, contract negotiations, and resolution of procurement-related issues;
    • Prepare, monitor, and manage contracts and service agreements, and any amendments, for supplier/consultants and ensure proper signing and compliance with local tax laws and procedures;
    • Ensure appropriate certification and satisfactory delivery of all works, goods, and services procured.

D. Budget and Cost Control

• • • Work with the Accounting Sub-Unit and relevant program teams to ensure that procurement aligns with budgetary constraints and project requirements;
    • Monitor procurement expenditures and provide reports on cost-saving opportunities;

E. Reporting and Documentation

• • • Maintain up-to-date procurement log, records, purchase orders, contracts, and reports;
    • Prepare and submit procurement reports to management and relevant stakeholders, including the preparation of end of year reports, and reports requested by the Board to indicate status, success and achievements of the procurement function at PACT;
    • Maintain filing systems for PACT’s procurement activities and safeguard documentation for internal and external audits in keeping with requirements of donors and regulatory agencies.

F. Logistics and Asset Management

• • • Coordinate delivery and distribution of goods to project sites or PACT’s office facilities;
    • Ensure environmentally friendly and sustainable procurement practices where applicable.

DELIVERABLES AND OUTPUTS

The Procurement Officer will be expected to deliver the following:

• • Monthly Procurement Log and Activity Report
  • Purpose: To provide a summary of procurement activities, compliance status, and vendor performance.
  • Contents:
    • • Summary of procurement actions completed (RFQs, RFPs, contracts issued)
      • Status of procurement plans and timelines
      • Vendor performance updates and issues
      • Compliance notes and deviations (if any)
  • Output Format: PDF or Excel report submitted monthly to the Director of Operations

• • Annual Procurement Plan
  • Purpose: To guide procurement activities in alignment with organizational and project needs.
  • Contents:
    • • Forecast of procurement needs by category and timeline
      • Budget alignment and funding sources
      • Risk assessment and mitigation strategies
  • Output Format: Structured document submitted annually and updated quarterly

• • Procurement Compliance Reports
  • Purpose: To ensure adherence to internal policies, legal regulations, and donor requirements.
  • Contents:
    • • Summary of compliance checks conducted
      • Findings and corrective actions
      • Partner procurement report reviews
  • Output Format: Compliance matrix or narrative report submitted quarterly

• • Vendor Database and Performance Summary
  • Purpose: To maintain a reliable and up-to-date supplier registry and evaluate vendor performance.

• • Contents:
    • • Updated list of pre-qualified vendors
      • Performance ratings and feedback
      • Notes on disputes or contract issues
  • Output Format: Excel database with summary report submitted bi-annually

• • Contract Register and Monitoring Log
  • Purpose: To track all active contracts and ensure proper execution and compliance.
  • Contents:
    • • List of contracts with key terms, dates, and deliverables
      • Monitoring notes and status updates
      • Amendments and renewals
• Output Format: Secure shared electronic folder with searchable index

DURATION OF CONTRACT

The contract is expected to run for a period of 3 years.

REPORTING

The Procurement Officer will have the following reporting requirements:

• • • Supervision: Director of Operations

DUTY STATION

The work associated with the execution of this contract will be carried out at PACT’s offices in Belmopan.

Travel within Belize will be required in the course of completing contract requirements.

WORK SCHEDULES

The general requirement is a standard work week of 39.5 hours, from Monday to Friday.  There may also be times when work on evenings, weekends, and beyond the standard work day will be required to accommodate PACT’s priorities.

QUALIFICATION AND CAPACITY OF PROCUREMENT OFFICER

The following is required:

Education

• • • • Bachelor’s Degree in Economics, Business Administration, Finance, Law, Supply Chain Management, or closely related field
      • Certification in procurement would be an asset

Experience

• • • • Minimum of five (5) years of relevant professional experience in procurement management, project management, supply chain management, or similar field.

• • • • At least three (3) years of experience in implementing procurement activities.

SCHEDULE OF PAYMENT

The Procurement Officer will be paid monthly, by the end of each month, for the duration of the contract.