BASIC FUNCTION OF POSITION
Incumbent reports day to day to CDC Associate Director for Management and Operations, however, overall direction for procurement matters will be the responsibility of Chief International Branch PGO Atlanta. Incumbent will ensure existence of a procurement system for simplified acquisitions that provides economy and efficiency to CDC/USG in Tanzania, and competitively purchase a wide variety of goods and services to support CDC Tanzania Operations in a mechanism that respect to the existing procurement policies and procedures complying with the USG appropriation law.
MAJOR DUTIES AND RESPONSIBILITIES
Planning for Procurement Support: | 30% |
The incumbent will plan and schedule of simplified acquisitions/procurement activities. Doing the initial review of a department's purchase requisitions to determine any impact in relationship to the procurement planning and scheduling activities. This will include departmental review and approvals to check on compliance with equipment specifications and standards, technical review, special delivery instructions, and time constraints.
Executive Assistance and Administrative Support: | 40% |
Provides executive assistance and secretarial support to the HIV Clinical Services Team. Independently drafts routine correspondence, reports and documents for staff of the HIV Clinical Services Team and the Inter-agency Technical Team. Drafts and types official CDC correspondence, telegrams, memos, and letters for program staff. Assists with photocopying needs (for individual requests and for trainings, conferences or meetings).
Coordination of Procurement Support: | 30% |
1. In collaboration with requesting personnel will be responsible for defining quality, quantity, specifications, delivery date requirements and all other pertinent information essential to a proper purchase. She/he will do External reviews, waivers and/or approvals on what is required by law, regulation or policy according to the CDC/USG Procurement regulations and recommend procurement methods, e.g. official purchase card to a maximum of $25,000, impress funds, blanket purchase agreements, local purchase orders, Atlanta based task orders.
2. Conduct a market research, which is investigating the availability of supplies or services in the commercial marketplace, in order to determining whether a commercial item can meet a need. The incumbent will research vendors and evaluate their ability to provide and their availability of quality materials, equipment, accessories and services for locally-purchased items and services. She/He will maintain office directory of local sources (a detailed list of short-listed local vendors). The incumbent will have lists of strategic source vendors for items that can be procured with official purchase card. The incumbent will also keep listing of Atlanta based task orders and other mechanisms in order to inform decision making and market research.
3. Prepare all background materials for purchase request including justification memos, purchase request forms and others. She/He will assist procurement officials at U.S. Embassy and CDC Atlanta in coordinating responses to vendors’ queries and assisting with preparation of performance meetings.
4. For all procurements using the official purchase card (single limit authority at $25,000), incumbent is required to meet all purchase card requirements including seeking analyzing market, identifying strategic source vendors, coordinating proforma invoices, and getting necessary approvals from purchase card holder, their supervisor, and the Atlanta approving officer. Maintains files for these procurements.
5. In collaboration with PGO/GSO/RPSO and the requesting unit, ensures that adequate and sufficiently detailed technical specifications and scope of work are developed and written before placing orders for goods and services, and the incumbent make delivery follow up, and hastening where necessary to ensure a proper delivery in terms of location, quality, time and quantity.
Monitoring & Documentation of Procurement: | 25% |
1. Through ILMS, tracks the status of our CDC requisitions through Embassy and communicate to the requesting units. Keep track of records of blanket orders, contractor’s works to ensure compliance with the contract and if discrepancies exist to be reported in a timely manner.
2. Keep records of all the procurement transactions from its inception to close of the order. Such records includes the requisition, with any supporting documents, waiver justifications, specifications sheets, communications with vendors, scope of work, drawings, pictures/photos, copy of the order, delivery note, delivery report, rejection report, order cancellation and invoice.
3. Produce monthly, quarterly and annual procurement status reports for various users including decision makers (management), user departments, requesting units and finance for various uses.
General Administrative Support | 15% |
Provide general Administrative Support by communicating regularly with other Administrative team members regarding major events and activities and coordinates necessary actions and follow-up as necessary to ensure administrative support for programmatic activities runs smoothly. The incumbent will perform back-up duties for other support staff when needed including receiving phone calls and attending visitors for front office, plus any other duties as assigned by the supervisor.
QUALIFICATIONS REQUIRED
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
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Education: Completion of Advanced diploma in Administration or Logistics/Procurement is required.
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Prior experience: At least three years of experience of procurement functions is required.
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Language proficiency: Level IV (fluent) in English and Kiswahili (speaking, writing and reading) required.
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Knowledge: Detailed knowledge of procurement regulations, instructions and procedures for supply sources for local and off-shore procurement. Should have a good working knowledge of local supplies and product availabilities to be able to assess reliability and capability of contractors/suppliers, and price.
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Skills and Abilities: Must posses skills to organize and operate the procurement functions in an effective manner and be able to withstand the scrutiny of an audit. Ability to respond to or draft correspondence in English, is essential. Must be able to deal effectively with colleagues, supervisors, suppliers and contractors, utilizing tack and diplomacy. A high degree of integrity and honesty is essential and required. Ability to type and use a computer on various applications, and posses negotiation skills in dealing with vendors and suppliers.
SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
TO APPLY
Interested candidates for this position must submit the following for consideration of the application:
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Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or
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A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or
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A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
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Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
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Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.
Failure to do so will result in an incomplete application.
- A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S.
Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References
SUBMIT APPLICATION TO
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
POINT OF CONTACT
Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726 or 2294970
CLOSING DATE OF THE POSITION: March 13, 2012
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