Procurement Administrative Associate

Description

• PROJECT: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Mozambique
• Background: The overall goal of GHSC-PSM is to procure and provide health commodities for all USAID health programs, including but not limited to, HIV/AIDS, Malaria, Family Planning, and Maternal & Child Health, as well as provide systems strengthening technical assistance to improve supply chain management and commodity security in Mozambique
• The Procurement Administrative Associate, under the direct supervision of the Procurement Manager, will play an administrative role in the procurement of health commodities under the GHSC-PSM program, in line with the duties and responsibilities outlined below

Duties

• Provide support to the procurement team in ensuring full compliance of procurement activities with USAID and Chemonics rules and regulations, as well as policies and strategies
• Inform the Ministry of Health and internal customers on commodity lead time
• Follow up on delivery dates of open Purchase Orders and update the procurement tracker
• Update the internal customer on upcoming deliveries
• Send a pre-alert to the recipient laboratory
• Receive and verify the accuracy of proof of delivery as per the Purchase Order description:
• Prepare an overview of the proof of delivery and share it with the lab team
• Assist the lab team with requests related to distributions
• Ensure that completed procurement files are properly filed in SharePoint and physical file based on the checklist
• Draft letters, memoranda, emails, etc. and monitor the progress and liaise with vendors during the entire procurement cycle
• Process and fulfill orders within the procurement system ARTMIS
• Organize the documents and submit the flow for invoice payments for local and international vendors
• Conduct the Visual Search for all vendors and contractors before they are engaged to supply goods and/or services
• Ensure the availability of all supporting documents for audit and review purposes
• Work closely with project staff to ensure compliance with all applicable rules and procedures, and guide as needed in the processing of VAT exemptions and tax withholdings for the project
• Perform other tasks as directed by the procurement manager

Requisites

• The incumbent for this position should possess the following qualifications:
• A bachelor’s degree in accounting, business administration, business studies, management, or a related field is required
• At least 2 years experience working in procurement or a relevant field
• Demonstrated experience working with USAID or other donor-funded experience desirable
• Excellent interpersonal, written, and oral communication skills
• Computer skills in Microsoft Office Suite applications including Word, Excel PowerPoint, and Outlook
• Fluency in English and in Portuguese written and spoken, required

Notes

• Only shortlisted applicants will be contacted
• Supervision: The Procurement Administrative Associate will report directly to the Procurement Manager or her/his designee