Procurement & Logistics Officer
Detailed Job description / requirements:
Procurement & Logistics Officer Opportunity
The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.
The Promoting the Quality of Medicines Plus (PQM+) program, funded by USAID and implemented by USP, improves access to quality-assured priority medicines and addresses the proliferation of poor-quality medical products in low- and middle-income countries. PQM+ will strengthen medical product quality assurance systems through cross-sectoral and systems strengthening approaches and the application of international quality assurance standards across the pharmaceutical system. By sharing scientific expertise and providing technical support and leadership, PQM+ helps create resilient and robust local health systems that address diseases like HIV/AIDS, tuberculosis, malaria and neglected tropical diseases, as well as improves maternal, newborn and child health.
USP is seeking for a Procurement & Logistics Officer to manage procurement and logistics activities in support of PQM+ program implementation in Nepal.
Under the guidance of the Senior Finance and Operations Manager, the Procurement & Logistics Officer will manage procurement and logistic activities. S/he will be responsible for procuring goods and services in accordance with USAID and USP policies and procedures, and providing guidance, advice and support to ensure procurement processes are effective, efficient, compliant and ethical to achieve the best possible value to USP and USAID. The Procurement & Logistics Officer will also be responsible for providing administrative and logistics support related to the implementation of the PQM+ Nepal work plan, including domestic/international travel and transport management, inventory management, office facilities management, organizing meeting/workshop/training for staff and other key stakeholders.
Scope of Work:
- Ensure each 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:
- Request for Quotation
- Procurement Request
- Bid Analysis and Vendor Selection
- Purchase Order or Contract
- Coordinates with GPH Procurement and Contracts & Grants staff for necessary HQ approval for procurement above Chief of Party signature authority threshold.
- Drafts contract documents (vendor contracts, consultant agreements, work orders, etc.), coordinates with GPH 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/landlord.
- Maintain a comprehensive and efficient filling system to document all procurement transactions.
- Maintain office access control and travel management systems.
- Supports Senior Finance and Operations Manager on administrative Human Resources matters.
- Supports Senior Finance and Operations Manager with preparation and coordination of the audit process.
- Perform other related procurement and administration tasks as assigned by the Senior Finance and Operations Manager and the Chief of Party.
Minimum Requirements Education and Experience:
- Minimum Bachelor degree in business administration, finance, procurement, or other relevant field.
- A minimum of 3-5 years of experience performing similar duties as Procurement, Administrative, and/or Logistics professional.
- A minimum of 2 years’ experience with an international NGO or supporting a USAID project is required.
Knowledge, Skills and Abilities:
- Familiarity with USAID procurement rules and regulations and knowledge of service agreements/contracts management is preferred.
- Hard working and attention to detail is essential.
- Ability to handle multiple priorities in a fast-paced environment and meeting deadlines; results- oriented.
- Excellent in Microsoft Office and Inventory Management System skills.
- Excellent organizational, communication, and interpersonal skills.
- Must be committed and competent towards the challenges related to job.
- Good negotiations skills and must be able to meet the deadlines.
- Fluency in National Language and proficiency in written and oral English required
Interested candidates should submit cover letter, CV, and USAID Form 1420 (available at https://www.usaid.gov/forms/aid-1420-17) by email to GPHNepalRecruitment@USP.org clearly stating Procurement & Logistics Officer in the subject line of the e-mail.
Application Deadline: April 17, 2020