The role of the Procurement Officer is to procure goods and services in compliance with MSH/Donor procurement policies and procedures. They collect proforma invoices on approved purchase requisitions, prepare offer analyses, and make recommendations. Once the purchase order has been completed, the Procurement Officer will follow up to ensure delivery. They maintain procurement data including supplier list and standards of goods and services and ensure the effectiveness of procurement in a timely and cost-effective manner.
MAIN DUTIES AND RESPONSIBILITIES
- Facilitate the preparation of procurement plan.
- Maintain and update the approved prequalified vendor database which is able to adequately serve the needs of the country program and effectively manage suppliers to ensure timely delivery of the requested supplies.
- Lead the maintenance and update of the SharePoint Procurement Tracker and provide regular updates on procurement status.
- Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the country's economic situation, production patterns and availability of goods and services.
- Develop monthly procurement reports from Quick Books Online (QBO), follow up on issues to monitor procurement performance, and take corrective action promptly.
- Maintaining up-to-date electronic filing in SharePoint and physical files/records to ensure proper accountability and compliance to filing requirements and audit readiness.
- Manage the vendor prequalification process to establish long-term agreements with pre-qualified vendors and hotels for recurring services.
- Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
- Conduct clearance verification on all suppliers prior to issuance of award
- Receives approved Purchase Requisitions (PR) for procurement of goods and services.
- Tracks all PRs, for both local purchases and those requested through US office.
- Determines price reasonableness.
- Manage procurement of all Project equipment, goods, Supplies, and services conducted as per donors’ Rules and regulations and MSH Procurement Policies by conducting sourcing, bidding and evaluation in line with MSH procurement best practices.
- Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
- Handles field office purchases when required.
- Ensures that purchases are made in the best interests of the donor and MSH.
- Assures delivery or pickup of PO for collection of goods.
- Prepares weekly procurement status report and submits to the supervisor.
- Regularly updates the supervisor of all partial collection of the procured goods.
- Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
- Capacity Building of Team members.
- Also performs other duties as requested by the immediate supervisor.
- Inform supervisor immediately if asked to compromise integrity by any vendor or other.
- Ensure that systems are in place in country to ensure that operations are managed, and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
- Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures.
- Monitor and ensure compliance.
- The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization, and the donor
- Oversee insurance, inspection, registration, and operations for all MSH vehicles in the country.
- Manage and plan vehicle maintenance.
- Hire and train drivers and monitor performance.
- Analyze and monitor vehicle and fuel usage and standards and report on any issues.
- Schedule the use of the fleet as per MSH policies
- Coordinate and oversee travel payments and logistics for all MSH in-country travel.
- Manage and monitor lodging, transportation, per diem, and associated payments, including those related to participant training, study tours, in-country events, and workshops.
- Set local per diem policies and rates and ensure compliance and standards.
QUALIFICATIONS
- Master’s degree in business administration/finance/accounts or related field with 4 years post-degree experience. Or a bachelor’s degree in logistics, supply chain management, or business with 7 years post-degree experience.
- Minimum of 7 years of relevant and progressive experience in procurement and supply management
- 3 years of managerial experience
- Experience in a USG or donor funded project or NGO preferred
- Strong numeric skills and attention to detail and quality
- Ability to work in a team-oriented environment while maintaining an individual workload
- Logical and flexible approach to solving problems, especially when working under pressure
- Monitoring/assessing performance to make improvements or take corrective action
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
EEO is the Law - English
EEO is the Law - Spanish
Pay Transparency Nondiscrimination Poster
Know Your Rights - Workplace Discrimination is Illegal
Family and Medical Leave Act (FMLA)
Employee Polygraph Protection Act
MSH EEO-AA Policy