Procurement Agent

CLOSING DATE OF THE POSITION: February 29, 2016

Vacancy Announcement Number: 16/024

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

The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Procurement Agent in the General Services Section – Procurement Unit. 

BASIC FUNCTION OF POSITION 

As part of the Procurement Team, incumbent will be responsible for all acquisition requirements for Department of State – Dar es Salaam and other related government agencies. Use ILMS Ariba to create, track and supervise purchase requests, requisitions and contracts. Liaise with GSO colleagues in shipping, pouch, and warehouse to ensure that items are purchased, tracked and delivered to the customer. Work with other embassy colleagues to ensure that funded PRs, especially but not limited to construction, repairs and large purchases, are ordered and delivered. Purchases best value for the United States government (USG) in accordance with the FAR and DOSAR, while applying customer service skills and practical solutions to procurement problems specific to Dar es Salaam. Perform related reporting and documentation, such as E-Filing, FPDS, and credit card reconciliation. Prioritize purchases, and provide excellent customer service to assigned clients.

MAJOR DUTIES AND RESPONSIBILITIES

PURCHASE:
60%

Responsible for the preparation of purchase orders and requisitions in accordance with FAR and DOSAR procurement regulations. Determine appropriate procurement method, locate prospective supplies and propose best option. Clarify and analyze all petty cash purchases prior to approval by GSO. Assure responsibility for a portfolio of clients according to the needs of the service. Track Procurement Requisitions (PRs) to ensure they are ordered, funded and delivered promptly. 

Use ILMS to log purchases. Use Ariba contracts and maintain spreadsheets to ensure that contracts and PRs are renewed prior to expiration date. Keep contracting officer apprised of procurement/ contract issues. Work as a team with Customer Care, B&F, and Shipping to advance and resolve any roadblocks or constraints. 

Research new sources to expand our vendor portfolio. Provide exemplary customer service to assign portfolio.

ORDER TRACKING:
20%

Work with shipping team, pouch and warehouse to ensure that the client’s order is tracked and delivered and that the customer is informed, not surprised. Teach customer how to use status tracking.

RECORDS AND TRACKING: 
20%

Prepares all documents and records related to above procurements, including but not limited to E-Filing, FPDS and credit reconciliations. Track and prioritize special projects as necessary, such as Independence Day procurement. Watch contract and PR timeline for expiration dates to ensure PRs are renewed in advance of expiration.

QUALIFICATIONS REQUIRED

All applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

1. Education: 
   Completion of secondary school (form VI) required. Two years of college studies in business related field is required.
2. Experience: 
   At least three years of responsible procurement experience is required, preferably in a U.S. Government Agency is required.
3. Language:
   Level IV (fluent) in English and Kiswahili (reading, writing, and speaking) is required. (This will be tested)
4. Skills and Abilities: 
   Level II typing ability (40 wpm) is required.
   
   Proficiency in operating MS Word, Excel and Outlook is required. Ability to use internet search engines is required. Driver’s license is required. (This will be tested).
5. Job Knowledge: 
   Have or be willing to acquire a good working knowledge of those sections of department of State and associated agency procurement regulations, instructions and procedures with pertain to purchasing. Must have a good knowledge of local market practices and suppliers. Must understand local pricing practices is required.

SELECTION PROCES: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.

HIRING PREFERENCE ORDER: 
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP

ADDITIONAL SELECTION CRITERIA:

1. Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.

HOW TO APPLY: applicants must submit the following documents to be considered:

1. Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, (see “For Further Information” above); and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
3. Copy of Passport, or, National ID, Resident/Work Permit.

IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).

WHERE TO APPLY: 

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam