Procurement & Logistics Officer PQMPlus @ United States

Roles and Responsibilities

• Ensure procurement process is conducted in compliance with USP and donor policies and procedures, and ensure all relevant supporting documents are in place.

• Proactively contacts vendors to conduct due diligence for procurement process, and performs other relevant vendor screening as required based on USP and USAID policies and procedures.

• Prepares and analyzes the following procurement documents according to the SOPs: Procurement Request; Bid Analysis; Vendor Selection Memo, Application for Appointment, and Reference Checklist and Purchase Order or Contract

• Assist line manager to coordinates with GHMS Procurement, Contracts & Grants staff for necessary HQ approval for procurement above Chief of Party signature authority threshold.

• Follow contract template (vendor contracts, consultant agreements, work orders, etc.) in coordination with HQ procurement and Contracts & Grants staff for Legal approval, as needed, and liaises with vendor to fully execute contract documents.

• Coordinates with Finance to issue Purchase Order, and monitors invoices/payments per the Terms and Conditions in the Contract and/or Purchase Order.

• Coordinates with Finance related to VAT/GST Exemptions/ Reimbursements.

• Tracks government property, as applicable, and provides necessary information/documentation during annual audit, as needed.

• Coordinates operational vehicle and monitor the utilization, including arrangement of optional transportation as needed.

• Conducts travel arrangements and meeting/workshop/training arrangements in coordination with relevant program staff.

• Conducts daily office functions, such us maintaining inventory and office supplies, coordination with building management.

• Maintain a comprehensive and efficient filling system to document all procurement transactions.

• Maintain office access control and travel management systems.

• Supports Senior Operations Manager on administrative matters.

• Supports Senior Operations Manager with preparation and coordination of the audit process.

• Perform other related procurement and administration tasks as assigned by the Senior Operations Manager.

Basic Qualifications

Preferred Qualifications

Hard working and attention to detail is essential.

Excellent in Microsoft Office and Inventory Management System skills.

Excellent organizational, communication, and interpersonal skills.