- Region: Toutes les régions
- Nom entreprise ou personne: PAIC - USAID
- Type de contrat: CDD
- Publié le : 11 janvier 2019 12 h 06 min
- Expire : 23 Jours, 4 heures
Offre d’emploi à ONG USAID : Procurement Officer , Procurement
USAID/OTI Cameroon Program
Title: Procurement Officer
Employee Status: Full Time
Reports to: Operation Manager
Creative Associates International Inc. is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, democratic transitions and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 20 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.
Creative Associates International Cameroon Limited (Creative Associates) is preparing for the implementation of USAID’s Office of Transition Initiatives program in Cameroon: le Programme d’Appui à l’Initiative Communautaire (PAIC). The program will be working to strengthen inter-community relations through local initiatives, empower youth, and increase social cohesion. The USAID/OTI Cameroon program will work at the local level in partnership with local organizations.
To lead and support the implementation of the Programme d’Appui à l’Initiative Communautaire (PAIC), Creative Associates seeks to engage a highly qualified and motivated team. All positions, including positions based in Yaoundé, are full time and require a willingness to travel throughout northern Cameroon. Creative Associates is especially interested in receiving submissions from women applicants. Only qualified candidates who follow the application instructions will be contacted.
The Procurement Officer is responsible for the acquisition of goods and services for program activities implemented through grants under contract, largely awarded in-kind, and short-term technical assistance and direct delivery of goods and services activities. The Procurement Officer is required to comply with Creative’s policies and procedures and USAID’s Automated Directives System (ADS), and Acquisition Regulation (AIDAR), the US government’s Federal Acquisition Regulation (FAR), and the regulations which apply to PAIC activities and awards. The Procurement Officer will need to proactively collaborate with the grants team and programmatic team to plan and implement activities. The Procurement Officer is charged with procuring goods and services and delivering these in a timely manner to ensure the successful implementation of the AMT’s program activities. The Procurement Officer is responsible for ensuring transparency throughout the procurement process, maintaining the complete documentation and filing system for all procurements including quotations/proposals, evaluations of quotations/proposals, negotiation memorandums, award documents, correspondence with vendors, and activity inventory as required by USAID regulations and Creative policies and procedures. This position will be based in the Maroua office, with program activities expected to be carried out throughout the Far North. Extensive and frequent travel throughout the Far North is required.
REPORTING & SUPERVISION
The Procurement Officer reports to the Operations Manager.
Primary responsibilities include but are not limited to the following:
– Participate in regular PAIC team meetings to report on the progress of activity implementation and any issues related to procurement of goods and services.
– Become familiar and comply with all approved PAIC procedures and manuals (e.g., Activity Management Guide; Activity Cycle Flowchart; Field Procurement Guide).
– Develop and maintain positive working relations with grantees, local partners, stakeholders, and beneficiaries in target villages, communes, department.
– Establish hard copy and electronic files of on-going procurements for tracking purposes and send completed procurement files to Yaoundé monthly.
– Ensure procurement files comply with Creative’s policies and procedures and document checklist according to the value of the procurement, required documents may include: quotation/proposal, evaluation, award documents (purchase order, subcontract, consulting agreement) and correspondence with vendor for all procurements.
– Ensure that the procurement processes strictly follow Creative policies and procedures and USAID regulations.
– Maintain confidentiality throughout the procurement and vendor selection process.
– Assist the Procurement Manager in producing a monthly procurement report.
– Responsible for supporting the weekly updates to activity notes in the OTI/Database and capturing observations and information from the field on the outputs, outcomes, and impact of activities.
– Play an active role in activity monitoring and evaluation and contribute to the feedback loop, which uses information gathered about ongoing activity implementation to inform development of new activities.
– Any other duties and tasks as needed and assigned.
– Take an active/proactive role in providing information on costs, sources and availability of goods and services to support development of activity budgets, procurement plans, and disbursement timelines.
– Become familiar with activity development process and procedures and share information about activities with Program Development Officer (PDO) and Grants Officer.
– Provide advice and guidance on procurement mechanisms, delivery time, etc.
– Determine the most reasonable and expeditious process for procurement in compliance with Creative policies and procedures and USAID regulations.
– Obtain quotations/proposals for activity-related goods and services, prepare and analyze offers and as required per procurement value threshold convene procurement committee meetings, as nonvoting member, to evaluate and select successful vendor, and complete the procurement process in accordance with Creative policies and procedures and USAID regulations.
– Maintain confidentiality throughout the procurement evaluation process.
– Conduct vendor pre-qualification and vetting process.
– Request and review tax registration for all suppliers of goods and services.
– Prepare requests for quotations/proposals, negotiate with vendors, conduct analysis of offers, and recommend vendors for award.
– Draft all required procurement forms, including Purchase Orders, Short Term Technical Assistance Agreements, Subcontracts for the procurement of materials, goods and services and approval following Creative’s delegation of authority thresholds.
– Receive goods from vendors or ensure that goods are delivered directly to grantee and/or beneficiaries, as appropriate.
– Track deliverables for all firm fixed-price subcontracts.
– Inform Program/Grants team and Operations Manager when differences of actual costs for goods and services exceed the approved activity budget and provide inputs if budget modification or reallocation of funds within the activity budget is required.
– In conjunction with Operations Manager, review that per Creative policies and procedures and USAID regulations all goods and services to be procured are allowable, allocable and reasonable.
– Process payment requests for activities, in coordination with the Program Development Officer and Grants Officer. All procurement and payment requests must include Program Development Officer technical approval.
– Submit approved payment requests to the Finance staff for processing.
– In coordination with the Operation Manager, verify that requests for payment for goods and services procured do not exceed approved budget and/or amount of funding available for activity.
– Provide information and documentation on procurement to Grants Officer for activity files and upload to the OTI Database and OTI Anywhere.
– Provide information to the Procurement Manager to update the property inventory for activities.
– Assist the Grants Officer with preparation of Terms of Reference and/or technical specifications for materials, goods, and services, for subcontracts, acquisitions, and procurements, in collaboration with the AMT.
– Ensure adequate competition to allow best-value or lowest cost determination in vendor selection documents.
– Ensure procurements meet both quality and delivery requirements for activity and are handled in a transparent manner.
– Conduct analysis of the availability and costs of goods and services available in local markets across northern Cameroon.
– Work with vendors of goods and services to ensure quality meets expectations and requirements.
– Disseminate requests for quotations/proposals for goods or services to support activities directly to potential vendors and/or via announcements on local radio stations, public notice boards, and the PAIC website to ensure transparency in the procurement process.
– Convene and participate in evaluation committees, as nonvoting member, reviewing quotations/proposals submitted by vendors, according to the terms included in the solicitation.
– Process and document procurement process from solicitation through award following Creative policies and procedures and USAID regulations.
– Compare the actual costs received from vendors with approved purchase requisitions and activity budgets.
– Immediately report to the Procurement Manager, Program Development Officer, and Grants Officer when variances in the cost of quotations/proposals received and the amounts included in approved purchase requisitions or activity budgets could result in the expenditure on the activity exceeding the approved total activity budget by 10% or $10,000.
– Coordinate the logistics for the delivery of goods and services with program/grants and ensure to obtain confirmation of goods and services delivery from the grantee and another member of the program/grants.
– Coordinate transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses under grants.
– Communicate all delivery schedules for activity-related procurements to Grants Officer.
– Support the Grants Officer to provide projection of activity-related expenses.
– Work with the Grants Officer to schedule transportation items for activities to the field and follow up with transporters to ensure appropriate delivery of items to destinations and that all deliveries are documented. Field testing and user training should be provided for ICT and other equipment procured for grantees and beneficiaries as a part of activities.
– Verify that deliveries are complete and made in a timely manner.
– Complete payments within 1 working week of goods/services delivered and invoice received.
– This procurement officer role may be asked to play a key part in implementing activities in the zone of Logone et Chari in the Extreme North
– Responsible for leading the process for reviewing budget expenditures on activities and the financial and administrative close out.
– Collaborate with the finance department to ensure that payments have been made for all completed procurements, in accordance with the procurement plan and disbursement timeline.
– Coordinate with Program Development Officer and Grants Officer to secure approval to hand over property and equipment to grantees and/or beneficiaries.
– Draft and get transfer of title letters signed by recipients for Grants Officer to include in activity files.
– Provide information to Operations Manager on property and goods which have been handed over to awardees. All disposal of property (defined as individual items valued at ≥$5,000), must be coordinated with the Operations Manager so approval from the USAID contracting officer can be secured as required.
– Ensure that property and goods removed from the activity inventory have met all transfer and disposition requirements.
REQUIRED SKILLS & QUALIFICATIONS:
– Four-year university degree in procurement, supply chain management, industrial engineering, business administration, finance, or a related field required.
– Minimum of four (4) years of general work history is required.
– Minimum of two (2) years specific experience supporting procurement of goods and services, preferably with USAID or US Government funded programs.
– Experience working with USAID or US Government funded projects is highly desirable
– Strong knowledge of donor procurement rules and regulations.
– Demonstrated ability to solve challenging and complicated logistical issues.
– Experience with budgeting and cost analysis.
– Strong ability to use and develop management and tracking systems.
– Strong communication skills.
– Problem solving, stress management and time management skills are required.
– Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. Prior experience using MS Access and web-based database applications required. (this will be tested)
– Excellent record keeping and documentation skills are required.
– Experience of working in the Extreme North of Cameroon required (additional preference for work in Logone et Chari)
– Written and spoken fluency in French required
– Fluency in one or more of the local languages used in the northern Cameroon is preferred.
– Ability to work under pressure and efficiently handle multiple tasks.
– Ability to work both independently and as a part of a team.
HOW TO APPLY
CV requirements for candidates applying for jobs with Creative Associates PAIC
PLEASE NOTE: YOU MAY APPLY FOR MORE THAN ONE POSITION. FOR EACH POSITION, PLEASE SUBMIT A SEPARATE APPLICATION AND SEND A SEPARATE EMAIL WITH THE TITLE OF THE POSITION IN THE SUBJECT OF THE EMAIL.
All candidates who wish to be considered must submit their CV in the form below:
– Personal information and contacts (cell (s) and email), physical address, nationality and professional profile.
– Brief summary of the qualifications of the candidate – not more than 10 to 12 lines of text.
– Diplomas in reverse chronological order (newest to oldest). Please do not include primary school education.
– Professional experience in reverse chronological order (newest to oldest). Your work experience should be listed as follows for each job:
– The dates of commencement and termination
– The title of the job held
– The structure or employer (business, NGOs, state, community)
– The designated responsibilities or tasks
– Achievements or expectations of your efforts during the period of such employment. Please do not include experience as a Trainee
– Please include any additional information relevant to the job you are applying for, such as:
– Detailed language skills.
– Other skills (e.g. computer skills, Animation capacity or training of trainers, etc.)
– Publications or studies (if available) OR TRAINING COMPLETED
– Driving license (either vehicle or motorcycle)
– Please include at least three references names (full name, title, contact and email address).
Applicants Must Follow all of the Following Steps to Be Considered for Employment:
– Submit your application in one email to firstname.lastname@example.org with the following documents:
– Curriculum Vitae with three professional references, including at least two former supervisors
– Submit a cover letter indicating the reasons for your interest in the position. The subject of the email must indicate the position title and location.
Deadline: 27th January 2019
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