USAID is recruiting a Administration and Procurement Officer to be based in Maputo.
Background
The Administration and Procurement Officer's role is to ensure the streamlined operation of the Administration and Procurement needs in alignment with the business objectives of the organization.
The position holder will provide administrative direction and support for daily operational activities. Under the general direction of DCOP, Administration and Procurement office will provide procurement and logistics services, including but not limited to, procuring goods and services in accordance with USAID and DAI policies and standards, providing guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to the DAI.
Duties
- Responsible for ensuring that the services she/he provides are in accordance with DAI and USAID policies and procedures as well as partners’ needs
- She/he performs as a member of the Administration Department providing support to other colleagues and providing input to develop and implement new tools, operational or other improvements, as appropriate
- She/he influences decisions regarding procurement of goods and services and related logistics, which impacts budgets, work schedules, and the effectiveness of DAI projects and operations
- Maintaining the purchasing policy and ensuring that all purchases adhere to it
- Prepare Purchase Orders that and manages Master Agreements between the suppliers, service providers and DAI
- Liaison with other departments, particularly the Finance Department and USAID projects stakeholders and participate in Budgeting and budget planning as needed
- Provides advice and guidance to partners on procurement matters, and coaches partners on relevant processes (i.e. Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure Partners needs are met, the DAI obtains best value, and to ensure procurement processes are perceived by suppliers as fair, open and ethical
- Analyses procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices, and experience
- Plans, organizes and leads the bid solicitation process including drafting and issuing RFQ, RFP, developing bid evaluation criteria and guiding partners on processes involved
- Supervises bid evaluation committees, ensures the integrity of the competitive process, facilitates bidder debriefings, and exercises appropriate judgment and tact while ensuring to protect confidential information
- In coordination with DCOP analyses, negotiates and prepares contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of the DAI
- Monitors and reviews progress of contractual agreements, reviews and approves invoices for payment, resolves any problems that arise, performs post contract evaluations, creates and maintains procurement records, ensuring accuracy and integrity of data
- Develops and maintains market data relative to supplies and prices
- Prepare purchase orders and purchase requisitions in order to order materials, goods and supplies, send them to the suppliers
- Interact with the suppliers on a day to day basis, review deliveries against the orders. Ensure that any invoices are sent to Finance for payment
- Prepares and monitors any procurement activities including RFP’s (Request For Proposals)
- Writes memoranda of negotiations and prepares other required documentation. Maintains contract files and records, prepares reports on closing out Purchase Orders and Contracts which have ended
- Generally help out with smaller purchases, reviews and inventory matters
- Submits monthly purchase order tracking report with updates on status of each Purchase Order issued, i.e. date purchase requested, description, date Purchase Order requisition issued, date shipped, date received and remarks
- Responsible for complying with applicable contract requirements and following all DAI policies and procedures
- Performs other duties and functions as assigned
Requisites
- Bachelor degree in a relevant field
- 3-5 years work experience in an international environment working on a USAID funded program in procurement
- Extensive knowledge in purchasing under USAID regulations
- Good oral and written Portuguese and English and communication skills
- Ability to work independently, in teams, and across departments
- Strong interpersonal and communication skills
- Focused, detail-oriented, and driven to produce secure and stable systems and networks
- Ability to organize and maintain large amount of detailed information
- Ability to conduct reports and maintain contracts and files
- Ability to read and interpret documents
Notes
- Only short listed applicants will be contacted
- Kindly reference the source of this job post: emprego.co.mz
How to Apply
1. Documentation
- Cover Letter
- Curriculum Vitae
- References
2. Application