Procurement Manager

Antananarivo, Madagascar
Apply by 7 November 2018
Senior-level , Full-time staff position
Posted on 26 October 2018

Job Description

Overview

Management Sciences for Health (MSH) seeks a Procurement Manager for a 5 -year USAID-funded Accessible Continuum of Care and Essential Services Sustained (ACCESS) program in Madagascar. The purpose of the program is to build the capacity of Ministry of Public Health (MOPH) actors at the district level and below in all districts in the implementation regions, to design, develop, manage, deliver, monitor and evaluate health services and programs in their catchment areas. The activity will also engage with regional health authorities with limited interventions to ensure coordination, planning and effective management of health activities in their districts. Work at the national level will focus on informing policy, guideline development, as well as advocacy on key health service delivery issues. ACCESS will work to improve the clinical skills and health governance skills of primary health care providers to deliver high quality, accessible preventive and curative health services. To expand the reach of the public health system, the activity will work to improve the skills and motivation of community health volunteers to deliver quality health services and ensure they work under the supervision of their respective CSB. Finally, ACCESS will promote positive health behaviors, including care seeking behaviors in the target communities through a comprehensive and contextualized social and behavior change (SBC) approach and improve the capacity of the MOPH and local institutions to design, implement, and monitor and evaluate SBC activities.

OVERALL RESPONSIBILITIES

The Procurement Manager is in charge of procurement functions for overall effective management of project procurements, through the acquisition of goods and services at quality standards and at lowest possible cost while adhering to MSH and USAID Procurement Policies and Procedures. S/he is primarily responsible for, but is not limited to, all in-country purchases for commercial goods and services up to the delegated procurement threshold, ensuring that purchases are compliant with established policy and that the procurement supply chain is effectively meeting the needs of MSH country projects, and supervising the procurement department staff in carrying out the responsibilities. S/he ensures that the department operates as a cohesive, neutral, and functional unit that provides high-quality, responsive, timely, and cost-effective services across all projects within the framework of local laws, MSH policies and standard operating procedures, and donor requirements.

Must be legally authorized to work in Madagascar.

Specific Responsibilities

Procurement and Purchasing:

  1. Oversee purchasing of all supplies and services, including sourcing quotations using Request for Quotation form; preparing vendor canvass or selection sheets; preparing local purchase orders; and verifying deliveries, quality of goods, and invoices.
  2. Manage the review of availability of required items with vendors, consolidate price information, and submit to supervisor for budgeting and planning purposes.
  3. Consolidate and manage the country procurement plan and ensure implementation.
  4. Liaise with the Headquarters Procurement Team for all purchase requests that contain a restricted or ineligible good/service by checking the USAID Restricted and Ineligible Goods policy.
  5. Ensure checks for preventing terrorist funding for vendors by completing clearance verifications for vendors selected to supply goods/services.
  6. Verify tax withholding certificates from vendors before payment is made.
  7. Maintain an up-to-date procurement tracker for all goods and services to be procured.
  8. Review the purchase order tracker and ensure procurements are completed timely and according to established policy. Take steps to rectify challenges.
  9. Conduct reviews of procurement files for all purchase documents for easy reference, including copies of purchase requests, quotations, purchase orders, delivery notes, and invoices.
  10. Identify vendors for goods and services for MSH use (including office equipment, IT services, communications, courier, transport, guard services, hotel providers, etc).
  11. Obtain past performance references for vendors.
  12. Maintain and update vendor list for purchase of supplies and services. Manage all vendor relationships.
  13. Manage the vendor prequalification process to establish long-term agreements with prequalified vendors and hotels for recurring services.
  14. Process customs clearance for external purchases.
  15. Work closely the project team to assist in the development of annual (or other) procurement plans.

Local Consultant Agreements

  1. Issue agreements and negotiate rates for local consultants, per authorized delegation and according to established policy.
  2. In coordination with the Human Resources Manager, maintain consultant files and conduct file reviews for completeness
  3. Ensure that the procurement process, payments, and documentation are complete in a timely manner, and that deliverables are accepted by the project

General

  1. Maintain a transparent procurement process, to ensure management and/or audit review, and ensure project staff confidence in procurement activities.
  2. Lead and manage the department by aligning staffing and systems with country projects and available resources to provide timely, cost effective, and high quality procurement services to all MSH country-based projects and activities.
  3. Ensure that Procurement Work Flow processes are accurate, and that these are translated into Service Level Agreements, which respond to the needs of project.
  4. Participate in risk register development and implementation, and take proactive steps to mitigate risks within procurement functions.
  5. Ensure Audit Compliance, including participation in internal audit and implementation of recommendations.
  6. Conduct frequent procurement reviews, and carry-out spot checks and training for the districts
  7. Supervise all procurement staff in country office, and coordinate activities of procurement staff in regional office with the Director of Field Operations.
  8. Ensure actions are governed by the highest standards of personal and business conduct, as stipulated in the Procurement Policy Guidelines. Be able to train other staff in proper procurement procedures to ensure compliance with established MSH and USAID policies and procedures.
  9. Perform other duties as may be assigned from time-to-time
Qualifications and Experience
  1. Bacheler’s Degree in Procurement or related field and other relevant training with a 6 years of experience or Master’s Degree in Procurement or related field and other relevant training with a minimum of 4 years procurement experience
  2. Eight years of progressively responsible experience is preferred.
  3. Experience with USAID-financed organization is an advantage; experience in international public health highly preferred.
  4. Strong computer skills in word processing, spreadsheet, and database programmes. Experience with Microsoft Office, presentation software, and e-mail and Internet package preferred.
  5. 5 years of experience managing and supervising staff
  6. Capacity to deal with multi-tasks, attention to detail and quality, able to adhere to tight deadlines, able to work independently and as a team, and excellent time management skills;
  7. Demonstrated experience to provide technical assistance to organization and conduct trainings.
  8. Excellent oral and written communication skills and fluency in English
  9. Experience in maintaining excellent communication with Headquarters.
  10. Ability to travel

About the Organization

Management Sciences for Health, an international nonprofit organization, is dedicated to closing the gap between what is known and what is done about public health problems. MSH saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information. Working from more than 30 country offices and our US headquarters, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.

Management Sciences for Health (MSH) is a nonprofit international health organization composed of more than 2,000 people from 73 nations. Their mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health. Together with their partners, they are helping managers and leaders in developing countries to create stronger management systems that improve health services for the greatest health impact.


EXPERTISE


MSH takes an integrated approach to building high-impact sustainable programs that address critical challenges in leadership, health systems management, human resources, and medicines. Simply put, they support stronger health systems for greater health impact.


Their expertise in these areas falls into the broad categories of management functions—for example, leadership and governance or pharmaceutical management—and health areas like tuberculosis or maternal, newborn, and child health. They apply their expertise by

  • Partnering with governments, local organizations, and communities in developing nations to build their own capacity for long-term health impact;
  • Providing global leadership in critical areas of health management and health care delivery;
  • Bringing the best of MSH from around the globe to the people we serve, working as One MSH with a focus on lasting health system improvements.

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Leadership, Governance, & Management

They work with in-country partners to build stronger health systems to improve:

    • the management and leadership of priority health programs, health organizations, and multisectoral partnerships such as The Global Fund to Fight AIDS, Tuberculosis and Malaria, developing a critical mass of managers at all levels of the health system who can lead and inspire teams to achieve results;
    • the management systems of health organizations in the public and private sector, transferring practical approaches and skills to ensure that management structures contribute to sustainable organizational success;
    • the governance and management of health organizations and multisectoral partnerships, facilitating change and transferring knowledge to enable organizations to administer their resources efficiently and scale up their services.

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Health Service Delivery


MSH combines extensive public health expertise, proven service delivery approaches, and evidence-based interventions in five critical areas:

    • HIV & AIDS
    • Tuberculosis
    • Maternal, newborn, and child health
    • Family planning and reproductive health
    • Other communicable diseases, including malaria and pandemic and avian influenza

Human Resources for Health

MSH helps governments develop multisectoral strategies and policies to plan and manage their health workforces. We use a comprehensive approach that addresses all the facets of human resources for health needed to achieve an adequate supply of well-trained and motivated health workers. MSH offers capabilities in leadership, human resource management, education, partnerships, policy, and finance to achieve these goals.


Pharmaceutical Management


Vital to our success is a participatory approach to project design and implementation, which cultivates broad-based support from all stakeholders. We also build and improve infrastructure and local capacity to effectively purchase, store, deliver, and use quality essential medicines.

Health Care Financing


MSH helps governments and NGOs assess their current financial situation and systems, understand service costs, and develop initiatives to use existing funds more effectively and generate additional revenue—all with the goal of supporting a nation’s health priorities.

Health Information


MSH has developed proven methods for rapidly strengthening the analysis and use of existing health data—normally at the province, district, and facility levels—without revising existing recording and reporting requirements. With an emphasis on learning through action, district teams undertake assessments of health services, identify gaps in performance, and design solutions to support better decision-making and, therefore, better management of improved services.


MSH has worked closely with the Health Metrics Network of the WHO to develop a comprehensive approach for enhancing the performance of health information systems and data by employing a practical, strategic planning process that can be carried out by national working groups.

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