Procurement Agent (Re – advertised)

Closing date of the position: February 2, 2015

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

US Embassy is seeking individuals for the position of Procurement Agent at the United States Agency for International Development (USAID). This is a full-time Personal Services Contract position. The applications for this position will be reviewed on a continual basis until the closing date or until all positions are filled. USAID anticipates hiring up to five new staff procurement agents depending on the qualifications of the applicant. 

Applicants, who meet minimum educational requirements for the position but have less years of experience in the required field, may be considered for hiring at a lower pay grade.

BASIC FUNCTION OF POSITION

The incumbent of this position serves as a FSN procurement agent and Non-supervisory technical expert on acquisition of a wide range of goods and services, both locally and offshore by through Acquisition or Assistance. He/She also assists the various offices of the USAID/ Tanzania Mission: Health, Economic Growth, Democracy Rights and Governance and Education. The incumbent initiates procurement actions including research for appropriate sources of supplies, keeping in view the cost, quality and specifications desired by the requesting office, determine estimates probable costs & identify applicable fiscal accounts.

MAJOR DUTIES AND RESPONSIBILITIES:

Simplified Acquisition Procurement:

65%

The incumbent handles all major aspects of procurement of supplies and services for the USAID/ Tanzania and ensures all purchasing activities under charge comply with federal, state, and board policies and regulatory practices. Receives purchase requests from various offices; reviews such requests for necessary technical data and a proper authorization; if needed confers with originator of requests to obtain additional information. Estimates probable cost of items and identifies financial accounts to which the purchase is to be charged, Obtains standard or previously prepared technical specifications covering commodity to be purchased; if necessary prepares or revises requisite specification. As certain probable sources of supply from stock catalogues and supply lists, from calls to local or third country suppliers, or by search on Internet or requests bids by telephone, correspondence or advertisement. Reviews responses and prepare analyses of bids and obtain technical acceptance from the requesting office. Carry out market research and price analysis when required and determine methods of procurement. 

In routine purchases, has the authority to select lowest bidder, for complex requests, select bidder after discussion with immediate supervisor and, in some cases, the Executive Officer. Items/services procured but not limited includes automobile parts, parts for office equipment, electronic equipment, gauges, specialized tools and hardware, office furniture, equipment and supplies, household furniture and equipment, vehicles, building and equipment maintenance, repair and clearance services, arranging events for mission or in coordination with implementing partners, construction contracts. 

Prepares bid documents/procurement ordering documents for processing, review and evaluate them prior to release for final approval/signature by Contracting Officer of record, attaches requisite specifications and dispatches to source. Prepare purchase orders for Personal Services for Program Offices of USAID/Tanzania. Arrange pre-award meetings; negotiate terms and conditions of purchase with vendors when required. 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 and documented. When required, performs emergency “off-the-shelf” local purchasing. Prepare, draft purchase related memos, letters and justifications for approval. The incumbent is responsible to carry out overseas procurement from GSA, Diplomatic posts, Agency headquarters and commercial vendors. Give appropriate shipping instructions to the supply sources to ensure material is shipped as instructed. Serves as a liaison between United States Dispatch Agency (USDA) and USAID/Tanzania for all shipments delivered and further transportation to the mission. Coordinate and provide all required documents to Embassy/Shipping section to get the shipment cleared by MFA and/or EAD and obtaining exemption certificates on case to case basis. Posting of solicitations on Fedbiz opps. Posting of Advertisements in the newspapers, International magazines and websites. Coordinate for purchases by IRM Washington and their transportation & clearance. Assessing recurring needs, discussing with concerned offices and establishing BPAs, Monitor BPA’s; keep track of funds, record feedback on vendor’s performance. Responsible for contract administration including monitoring, review and advice to the technical office. Receives purchase request from requestor and determine if it could be purchased through purchase order or from Credit card purchase. Prepare Credit Card Purchase Order manually or in GLAAS as required. Ensure technical scrutiny for all technical items. Maintain list of all transactions against purchase card on monthly basis. Incumbent is also responsible to process OE funded and specified PRM funded procurement actions through Global Acquisition & Assistance System (GLAAS). Report procurement actions to Federal Procurement Data System – Next Generation (FPDS - NG) through GLAAS. Generate/ review reports from Phoenix accounting data base, report new vendors for vendor codes in Phoenix. Report all out of GLAAS procurement actions above USD 3,000.00 in e-pics data base. 

Responsible for maintaining purchase order, Blanket Purchase Agreement, Purchase Card order files in accordance with USAID records procedures. Maintains requisite computer data bases, stock manuals, specifications, etc. on a current basis. Compiles and maintains market data on supplies, including latest vendor lists, prices, type of items, quality of product etc. Keeps Procurement Specialist informed about the activities on a daily basis; makes recommendations. Security clearance for all vendors visiting or delivering shipments to embassy compound. Ensure the proper handling of both expendable and non¬expendable materials from the receiving area to their assigned storage location. 

Financial matters: 
Advice in carrying out accruals with OFM for all purchases. Advice in carrying out 1311 review of purchases. Coordinate with Controller office for funds availability for all procurements. Review all invoices and insure vouchers (or 1034s) are prepared to process payment after obtaining receiving confirmations from dispatch agent, warehouse and acceptance from technical office. Carry out online purchases through purchase card. Download and reconcile monthly purchase card statement on monthly basis. Prepare 1034 and provide verification to OFM for clearing the monthly transaction statement of purchase card. Prepare closeouts and advice OFM for de-obligation of funds. Together with the Procurement Supervisor anticipate in procurement planning for entire fiscal year for EXO, IT Section, GSO and Program offices. 

Carry out functions of Occasional Money Holder. Consolidate all petty cash or urgent requirements & carry out petty cash purchases after approval by EXO. Carry out market survey for petty cash purchases. Prepares account sheet / voucher for all petty cash purchases with supporting documents for approval by EXO and Controller. Submit petty cash voucher to Embassy cashier for auditing and clearance.

Problem Solving and Correspondence:

35%

The incumbent handles complex issues and problems referred by the Procurement Supervisor regarding procurement, requiring creative problem-solving approach geared to each individual case. Determine, fact finding, analysis and undertake appropriate action that covers a wide range of discrepancies (such as incorrect charges against purchase card, short supply, excess supply or incorrect item supplied, misrouted shipments, cases of wrong invoices, excess freight charges etc) on various aspects of day to day procurement actions. Handles follow ups on purchase orders and procurement requests by correspondence to ascertain status, seek clarification and resolve outstanding problems. 

Prepare correspondence involving vendor and Finance office in Tanzania, regarding invoices/bill, payments, damaged items and problems for recovery of over payments, delayed payments, claims from the vendor due to negligence or lost etc. Keep check on wrong deliveries/ shipments or damaged items and claim warranty/replacement. 

Performs other duties as assigned or required.

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education: Completion of Advanced (High) Secondary school education, plus at least two years of college is required.
2. Prior Work Experience: Two or more years of work experience in procurement, finance, economics, statistics, quantitative analysis, accounting, or legal work experience is required.
3. Language Proficiency: Level 4(Proficiency) in English, both oral and written, is required.
4. Knowledge: Prior knowledge of procurement procedures, local market prices is required, knowledge of United States Government acquisition & assistance regulations is a plus.
5. Skills and Abilities: Ability to deal with a wide variety of suppliers and with various Mission personnel. Willingness and ability to learn and utilize new skills. Ability to negotiate. Ability to use Word Processing and Data programs to prepare purchase orders, contracts and reports. Skill in preparing cogent, precise specifications. Ability to solve problems and procurement related issues both locally and off-shore with minimum supervision. Ability to work under pressure is required.

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:

1. Universal Aplication 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
2. 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
3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
4. 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.
5. 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: February 2, 2015