Procurement Officer (m/f)

Description

• The USAID Feed the Future Mozambique Value Chain (FtF VC) program was executed by DAI and USAID on February 22, 2017. The five-year, $20.9 million project, funded by USAID, will work to increase equitable, pro-poor agricultural growth by linking private and public actors to create more effective value chains in high-priority sectors. FtF VC will take a flexible, portfolio-based approach, adapted from the finance industry, to identify value chain development opportunities that would benefit smallholder farmers and women, and then use technical assistance and project funds to buy down risk and scale up innovative inclusive growth activities. The project has three components: analyzing value chains, developing value chain work plans, and gathering and utilizing learning throughout the process
• The Procurement Assistant is responsible for assisting the Procurement team in ensuring all administrative tasks related to the procurement of goods and operations services are achieved in accordance with project policies and procedures

Duties

• Perform general clerical duties including but not limited to, maintaining general filing of hardcopies and softcopies, scanning, proper electronic document naming, and uploading electronic documents into DAI’s procurement and contract management system (TAMIS), data entry, and completing and processing standard purchasing forms
• Monitor, track and expedite all project procurement activities and delivery status of goods/services
• Ensure pricing information is accurate and aligns with acquisition policies
• Conduct price/cost/reasonability analyses
• Review requisition documentation, cost estimates, statements of work, etc.
• Prepare cost evaluation data, and source selection documentation
• Provide support to the Procurement Manager in competitively procuring goods and services for the program, including corresponding with vendors regarding prices, product availability, and delivery
• Assist with the preparation of Requests for Quotation, Initiations to Bid, and Requests for Proposal, follow-up with vendors to ensure receiving of solicitation, and encourage participation
• Coordinate and schedule meetings and appointments with vendors as requested
• Respond to inquiries from program staff regarding requisitions, purchase orders, procurement statuses as well as from vendors as requested
• Maintain a good knowledge and understanding of all policies and procedures as set forth in the Field Operations Policy Manual
• Perform any other operational tasks assigned by the Procurement Officer which are consistent with his/her qualifications, this Position Description and the general requirements of the project

Procurement Management Systems

• Maintain compliant procurement file system in DAI’s system
• Maintain electronic procurement records & files in various DAI’s system platforms

Reporting

• Provide weekly estimate of payments to be required to the Accountant for the weekly wire request for project funding
• Monitor and track procurement activities and delivery status of goods/services

Inventory Management

• Be responsible for proper inventory management of all equipment and controlled items
• Perform annual inventory spot check and physical count and keep an updated inventory list
• Ensure all project equipment are label with tags, including proper inventory code and project code

Fleet Management

• Ensure vehicle insurance and related documentation are updated
• Ensure all vehicle insured per DAI policies and applicable law
• In coordination with Admin Assistance review all vehicle logbooks and all vehicle refueling process for accuracy and completeness
• Adopt best practices in fleet management

Requisites

• Bachelor’s degree in Business Administration or a related relevant field preferred (such as finance or accounting administration)
• Demonstrated honesty, trustworthiness, initiative and self-motivation in handling all assigned tasks
• Must have English and Portuguese language proficiency, verbal and written
• At least 3 years of working experience

Notes

• Only shortlisted applicants will be contacted
• FTF Inova provides equal employment opportunities to all employees/Consultants and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws
• This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training