Job Description
Statement of Duties to be Performed
Simplified Acquisition and Procurement – Pre and Post Award Duties: 70%
- The incumbent is responsible for procurement of commodities and services, including purchasing all NXP and EXP property, at the USAID/DRC Mission. Items procured include, but are not limited to vehicles, automobile parts, electronic equipment, specialized tools and hardware, office furniture, equipment and supplies, building and equipment maintenance, repair and clearance services, as well as technical items such as office equipment, spare parts, and IT equipment and software. The incumbent receives the request for procurement of property and is expected and required to select the appropriate type of procurement instrument for any given situation and accurately apply U.S. Government procurement laws, regulations, policies and procedures that govern each type of instrument. Although the incumbent must be familiar with the procedures applicable to acquisition of goods, since support to programs will require such acquisitions, the incumbent is also responsible for acquisitions involving various types of services. The incumbent works with technical offices to assist in preparing annual procurement plans, drafting clear and concise statements of work, and supporting documentation.
- The incumbent must be able to provide authoritative technical guidance to the technical offices pertaining to procurement-related matters. The incumbent obtains standard or previously prepared technical specifications covering commodity to be purchased; if necessary, prepares or revises requisite specification. Ascertains probable sources of supply from stock catalogs and supply lists, from calls to local or third country suppliers, or by independent research. Requests bids by telephone, correspondence, or solicitations. The incumbent is responsible for uploading the mandatory procurement documents in ASIST for each acquisition action and proper upkeep and maintenance of purchase order files in ASIST database, in accordance with USAID contract records procedures. Maintains requisite computer databases, stock manuals, specifications, and other procurement resource documents on a current basis. Compiles and maintains current market data on supplies, including latest prices, type of items, quality of product, etc. Maintains a library of procurement reference materials, including examples of contracts and purchase orders, as well as Federal Acquisition Institute Training Application System (FAITAS) training materials. In cases when procurement is to be performed through the ICASS Procurement Office, initiates ILMS/ARIBA procurement requests and serves as a single point of contact between USAID Executive Office and ICASS Procurement Office.
- Using GLAAS, the incumbent drafts solicitation documents such as request for proposals, requests for quotations, and solicitations for bids, reviews and analyzes bids and price quotations, vendors’ bids, reviews and analyzes proposed offers, vendors’ billing documents, and prepares contracts and simplified acquisition orders, maintains correspondence and reports in regard to these procurement activities prior to submitting them to the Executive Officer or the Contracting Officer for their approval and signatures. S/he drafts detailed Memoranda of Negotiation for the Contracting Officer’s approval for each procurement action completed. S/he is responsible for monitoring and administering contractual activities and performs contact closeout action for each completed contracting activity. The incumbent serves as the Negotiator for all EXO acquisition actions. S/he is expected to take an active role in supporting the various support teams in meeting their procurement needs and must be aware of changing market conditions including price and availability of important commodities and services. The incumbent must maintain contacts with officials of local vendors to facilitate resolving procurement problems. S/he must know, understand and track a full range of GSA and U.S. Federal Acquisition standards and guidelines as well as the Federal Acquisition Regulations (FAR) and AIDAR, precedents for contracts and purchase orders.
- The incumbent reviews quotes, invoices and other procurement documents to verify appropriateness of costs and charges, checks purchase orders and accompanying file to ensure that proper procedures were followed. Analyzes performance under contracts, including costs, quality, adherence to delivery schedules, and other pertinent issues. Reviews all payment documents to determine if commodities and services were received per contract specifications. Carries out quarterly, six monthly and annual reviews on status of procurement expenditure in consultation with the Office of Financial Management (OFM); advises Executive Officer on legality of procurement transactions, DRC regulations pertaining to local contracting/purchases; coordinates with OFM for funds availability for all procurements. Informs the Executive Officer of issues that may arise during contract performance, including changes, work stoppages, disputes, implementation problems, default, cost overruns, unacceptable performance and payment problems. Ensures payment vouchers (Form SF1034) are prepared to process payments. Obtains Sales Tax Exemptions from MFA where required. Carries out accruals in consultation with OFM and conducts 1130 reviews as required. Conducts closeout of contracts after completion. This includes ensuring that contract audits and other procurement instruments are conducted in a timely manner, preparing performance documentation and resolving outstanding issues noted in audits.
Procurement Support and General Administrative Management 30%
- The incumbent develops and makes use of data-based management tools to assist in analyzing and coordinating procurement support services for the Mission teams. This responsibility will apply particularly to the personal property replacement schedules, procurement plans and budgets for non-expendable property (NXP). The incumbent advises and assists the EXO and the Deputy EXO in preparing Mission procurement support services to client teams.
- The incumbent is responsible for the formulation, preparation and monitoring of the Mission’s Operating Expense (OE) and Program-funded procurement plans. The procurement plans are established at the beginning of each fiscal year and include all known and planned procurement actions for the next fiscal year. At least quarterly, the Procurement Agent is responsible for preparing a comprehensive review of the procurement plan and a written report on status of accounts plan versus actual expenditures according to the OE budget plan.
- The incumbent will process petty cash requests for daily operating expenses, cash purchase of office supplies, provide complete administrative assistance and event management support for indoor and outdoor events in all respect to projects, and when required, perform emergency “off-the-shelf” local purchasing. Serves as a liaison with the Embassy Shipping Unit to coordinate the receipt of incoming and arrange for outgoing shipments to/from Post for USAID personnel.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Any application that does not meet the minimum requirements stated below will not be evaluated.
A. Education:
- At least two years of full-time post-secondary study at college or university in Business Administration Commerce, Economics, or related field is required.
B. Prior Work Experience:
- At least three years of experience in procurement or contracting for an international or governmental organization is required.
C. Language Proficiency:
- Fluent in French and English in speaking, writing, and reading (Level IV) is required.
- English language capabilities will be tested as part of the candidate screening process described below.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 6, 2024, at 17:00 (Kinshasa Time)
