Procurement Specialist - Chemonics International

TITLE: Procurement Specialist

PROJECT: Global Health Supply Chain – Procurement and Supply Management (USAID GHSC-PSM) Ghana

The USAID GHSC-PSM Project is the primary vehicle through which USAID provides supply chain technical assistance to the Ministry of Health and Ghana Health Service to 1) procure and provide health commodities, 2) improve Ghana’s management of the supply chain, and 3) collaborate with key stakeholders to support global health initiatives.

The Procurement Specialist will report directly to the USAID GHSC-PSM Procurement and Subcontracts Manager and will help ensure all procurement and contractual transactions are undertaken in compliance with USAID and Chemonics guidelines and procedures.

Principal Duties and Responsibilities

Oversee the management, including regular updating, of the vendor database, with the objective of promoting a more transparent and competitive procurement process;

• Cultivate and manage relationships with local vendors and service providers to ensure they fully understand PSM’s procurement process and systems and requirements;
• Draft negotiation memoranda, selection memos and other procurement documentation where applicable, and ensure required documentation is on file for all procurements. The Senior  Procurement  Specialist is encouraged to provide coaching and mentoring to colleagues to assist in the drafting of all procurement related documentation as necessary;
• Manage all project procurement actions and ensure the procurement tracker is up to date and meets USAID regulations and standard reporting requirements.
• Manage the procurement process to ensure coordination with programmatic team needs, compliance regarding the solicitation, review and monitoring process and implementation.
• Conduct regular audits of the electronic and hard procurement files to ensure compliance with Chemonics International’s procurement documentation requirements. Ensure all procurement information continues to be saved to the central shared drives and conduct a thorough review of old/duplicate procurement electronic files (i.e. files from departed staff members) to extract, update and consolidate historical procurement data, as a first step in creating an accurate, reliable, and up-to-date repository of all procurement data.
• Responsible for ensuring that all project staff adhere to the guidelines regulating to procurement; including, but not limited to, planning the procurement, writing appropriate specifications, evaluating offers, monitoring contracts, handling all post-solicitation activities, and maintaining all appropriate documentation.
• Conduct routine reviews of task orders to ensure accuracy and compliance with the terms of respective subcontracts as submitted by the warehouse team.
• Ensure timely submission of accurate and complete documentation to the Finance department to facilitate payment processing.
• Ensure that all contract-related regulatory requirements (e.g., ADS) and procurement regulatory requirements (e.g. FAR and AIDAR) are met in a satisfactory and professional manner;
• Respond in a timely manner to procurement requests from project staff
• Work directly with local vendors to obtain quotations and initiate procurements of requested commodities and services;
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions;
• Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file;
• Maintain the project’s inventory and tracking system;
• Assist in developing and maintaining procurement-related documentation;
• Provide procurement status reports and inventory summaries as requested;
• Assist the project to provide training to project staff on procurement policies and procedures;
• Advise and work with other project staff to advance project goals and needs.

Job Qualifications

• Bachelor’s degree in business administration, management, international development, or other related field
• Minimum of 5 years management experience in procurement and inventory management.
• Experience working on donor-funded development projects, and with USAID programs specifically, is preferred.
• Strong knowledge and understanding of USAID regulations, including U.S. government regulations for compliance and oversight
• Written and spoken proficiency in English

Location of Assignment

The location of assignment is Accra, Ghana with intermittent travel throughout the country.

Supervision

The Procurement Specialist will report directly to the Procurement and Subcontracts Manager or his designee.