Operations and Procurement Associate (m/f)

Description

• The purpose of the USAID Global Health Supply Chain Program–Procurement and Supply Management single award IDIQ contract is to ensure uninterrupted supplies of health commodities to prevent suffering, save lives, and create a brighter future for families around the world. The IDIQ has four task orders that directly support the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), USAID’s family planning and reproductive health program, and maternal and child health. GHSC-PSM provides health commodity procurement services and systems strengthening technical assistance that address all elements of a comprehensive supply chain. All four task orders are implemented in Mozambique
• The Operations and Procurement Associate will provide administrative, procurement, and logistical support for the GHSC-PSM office and project staff. The Operations and Procurement Associate will work with the Operations Manager to ensure that the project’s inventory is managed, procurement systems are maintained, the office is well-maintained, and logistics in support of the project are appropriately managed
• Working under the general supervision and technical direction of the Operations Manager, the Operations and Procurement Associate will support the Operations Manager in coordinating with the Chemonics home office in Washington, D.C. to ensure the office is operating under practices consistent with Chemonics and USAID policies and practices. S/he will report directly to the Operations Manager

Duties

Office Administration

• Maintain digital and hard copy files and ensure that all correspondence and documents are stored in accordance with filing system. Perform regular audits on personnel files and procurement files
• Ensure procurement compliance, by conducting visual compliance checks for awards and manage the vetting process by submitting and tracking the status of individuals’ vetting
• Track project office and field inventory by reviewing and maintaining procurement and inventory trackers
• Monitor the utilization of all office supplies and procure supplies as necessary. Arrange for and oversee the maintenance of office equipment

Logistics

• Confirm and receive RSVPs for meetings, arrange meeting space, and logistics as necessary
• Assist with travel, hotel accommodations, and in country transportation for project-related travel, including international consultants and home office travelers

Vendor Relations and Procurement

• Conduct procurements of office equipment and supplies for the field office in Maputo
• Responsible for remote procurements supporting programmatic activities by coordinating with project staff and leading the full procurement cycle, from releasing RFQs to collecting quotations and selecting vendors, as well as maintaining accurate and up-to-date procurement files
• Assist the Operations Manager with the management of vendor relationships with landlords and office building management and maintenance

Requisites

• Bachelor’s degree (or equivalent) or Technical Diploma in Procurement, Logistics, Administration, development, or a related field preferred
• At least 4 years of relevant work experience
• Experience working on a USAID or donor-funded project required
• Excellent organizational skills with ability to meet deadlines and manage priorities
• Good team member with experience working in a small team and supporting a wider program team
• Relevant experience in office administration or project management
• Strong sense of self-awareness, flexible, and willing to learn
• Computer skills – Word, Excel, use of the Internet, databases, and email
• Good working knowledge in English and advanced Portuguese is required

Notes

• Only shortlisted applicants will be contacted