fulltime (40 hours)
The Procurement Specialist supports the Global Health Supply Chain - Procurement and Supply Management Program (GHSC-PSM). GHSC-PSM is a 5-year multi-billion dollar United States Agency for International Development (USAID) funded program. It is the primary vehicle through which USAID will: procure and provide health commodities to partner countries and provide assistance to improve countries’ management of the supply chains for such commodities.
To support global health initiatives in HIV/AIDS, malaria, maternal and child health, and reproductive health, the project has three primary objectives:
- Global commodity procurement and logistics;
- Systems strengthening to support in-country supply chain management, and
- Collaboration via strategic engagement to improve long-term global supply of health commodities. In this program IDA Foundation is the partner who is responsible for the procurement of HIV/AIDS commodities.
The Programme is dynamic and complex. Compliance with the USAID procurement guidelines is of the highest importance.
The Procurement Specialist (PS) is responsible for building and maintaining close relationships with PSM/USAID and partners. PS receives receives requisition orders (ROs) from country offices and other clients, ensures contract compliance for procurement and supplier contracts, and obtains sign off from clients on finalized ROs. In addition, the PS is responsible for completing the necessary sourcing events (including drafting and issuing RFXs, confirming products specifications, completing procurement reuqirements evaluation, and drafting the subcontracts for execution with vendors). The Specialist will create purchase orders (POs) and coordinate with suppliers, Quality Assurance team, and Deliver/Return team to ensure proper shipment of orders.
The Procurement Specialist reports to the Sourcing Supervisor and is part of the Sourcing team.
Tasks & Responsibilities
- Obtains country office and/or USAID mission approval for Requisition Orders.
- Together with the Forecast and Plan team, determines whether requested products can be procured by internal distribution order (DO), supplier purchase order, or whether competitive sourcing is required.
- Organizes Source Selection Evaluation Board (SSEB) for each sourcing project.
- Creates RFXs (RFIs, RFPs, RFQs) leveraging evaluation criteria to gather requirements, determine evaluation criteria weighting, and develop technical questions.
- Conducts eRFX (RFI, RFP, RFQ) events using ARTMIS e-sourcing platform.
- Monitors the tender submission process for formatting, completeness, consistency, and compliance.
- Evaluates RFX responses leveraging standardized scoring methodologies.
- Makes supplier award recommendations to supervisors.
- Ensures the completeness and accuracy of contracts, including monitoring all related liabilities and third party contracts.
- Assists in the management of data related to the tendering process.
- Provides proactive and courteous customer service communication both verbal and written formats.
- Follows up on inquiries in a timely fashion.
- Continuously works to improve and broaden health commodity product knowledge.
- Liaises with Quality Assurance team and Lab Specialist team to ensure that requested health products meet appropriate quality standards and are in line with the (USAID) guidelines.
- Liaises with Deliver/Return (Freight Team) to ensure all proper waivers and documention are prepared to pickup and ship goods to final destination.
- Stays abreast of and communicates any changes in contractual requirements.
Skills & competences
- Demonstrated ability to communicate clearly and concisely both orally and in writing.
- Ability to understand the dynamics between the different stakeholders and grasping the complex background of the Program when communicating. Ability to manage expectations.
- Highly organized, able to independently prioritize own work. Able to process large amounts of data and documentation according to rules and regulations. Very good administrator.
- Eye for detail, accuracy
- Ability to work both independently and as part of a team.
- Demonstrated integrity, independent thinking, judgment, and respect for others.
- Perseverance and resilience
- Strong knowledge of MS Office applications.
- English fluency required and other languages fluency desired.
Experience & education
- Minimum 3 years of procurement, supply chain, and/or technically relevant work experience.
- Bachelor’s degree or equivalent work experience.
- Solid understanding of USAID and other Federal Acquisition Rules.
- Technical product knowledge of one or more GHSC-PSM product areas (medical / lab supplies).
- Obtaining CIPS, CPSM, or other relevant procurement certification is a big plus.
- Experience in working with LMIC (low- and middle-income countries)