Program Procurement Agent

CLOSING DATE OF THE POSITION: April 18, 2016

Vacancy Announcement Number: 16/059

WORK HOURS: Full-time; 40 hours/week

SALARY: Ordinarily Resident (OR):  FSN- 8 (Step 1- TZS 27,567,227 through Step 13- 41,350,847 per annum)

 Not-Ordinarily Resident (NOR): FP- 6*

 *Final grade/step for NORs will be determined by Washington.

The “Open To” category listed above refers to candidates who are eligible to apply for this position.  The “Open To” category should notbe confused with a “hiring preference” which is explained later in this vacancy announcement. 

ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) 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 Program Procurement Agent at the United States Agency for International Development (USAID).

BASIC FUNCTION OF POSITION

Reporting to the Deputy Executive Officer, the procurement agent manages the entire procurement process for all USAID/Tanzania procurements and performs a full range of operating expenses and program support procurements for commodities and services through various procurement channels available under the Simplified Acquisition Rules and the Commercial Act. Tools can include but is not limited to; purchase orders, blanket purchase orders, credit card purchase orders, petty cash purchases, and negotiated contracts. 

S/He oversees and performs the design, negotiation, procurement, post-award administration, monitoring and closeout of contracts.  The incumbent procures both nonexpendable and expendable property.  The incumbent assists in the preparation of the yearly Mission operating and program procurement plan, and serves as one of the resident experts for the Global Acquisition and Assistance System (GLAAS) direct staff using this system on the proper usage and monitor pending entries to ensure timely processes.

The incumbent also performs sub-cashiering duties and maintains a petty cash fund of assigned TZS amounts as may be revised from time to time.

MAJOR DUTIES AND RESPONSIBILITIES

Procurement Management
85%

The incumbent implements all procurement actions undertaken in the Executive Office. Duties and responsibilities include but are not limited to: 

A. Pre-Awards

1. Procurement Planning: Works closely with Mission staff in the planning stage of each procurement action by developing a procurement plan annually with input from all USAID/Tanzania offices on their requirements, working with the Executive Office Management team and the Financial Management Office staff to determine funds availability, documents justifications, and prioritizes requests. The incumbent obtains approvals for the procurement plan and manages it in its entirety ensuring that all purchases are made within the designated fiscal year.
2. Procurement Reviews: Incumbent reviews and analyses commodity/service procurement requests generated within the Mission and completeness and preciseness in terms of specifications, scope of works taking into consideration time, cost, quality and other factors to permit maximum price competition while assuring the various AID requirements as addressed in the Simplified Acquisition Procedures are met. After a detailed review of the requested items to determine economical, workable solutions, the incumbent thoroughly documents the requirement with the requestor in a manner that ensures that suppliers understand the requirement in order to provide USAID with a comprehensive and proper bid that fully satisfies the request. This includes reviewing all bids and preparing a summary analysis (abstract of quotations), recommending best and final offer, considering price, bidder’s capabilities and past-performance. If necessary, conducts prices and other factors’ negotiation to the best interest of the US Government. S/he also conducts a market surveys which include consulting manufacturers’ catalogues and searching the Internet.
3. Procurement methods/instruments: Recommends the most advantageous procurement methods in terms of reliability, cost and lead time for particular commodities, group of commodities or services then, initiates formal/informal advertisements through requests for quotation, invitation for bid or, consults catalogs, source lists or vendor websites to determine best price. In this capacity, incumbent solicits all procurements in accordance with the myriad of USG procurement regulations to promote competition and provide the USG the best value by following prescribed procedures in handling procurements including: preparing contract files; contacting vendors for quotes; preparing memorandums of negotiation; and sending copies of purchase orders to vendors and relevant staff. The incumbent acts under minimal supervision in negotiating most procurement actions.

B. Awards

1. Procurement Actions documentation: Prepares negotiation memorandums (Neg Memos) and purchase orders, and submits them to the Deputy Executive Officer for final approval. In this role, incumbent is responsible for managing the entire procurement cycle including processing all invoices for accuracy of payment, following up with vendors in instances of late delivery. S/he directs final orders to suppliers and requests prompt acknowledgement of receipt which will constitute the official binding agreement between AID and Suppliers/Contractors and follows-up until confirmation of receipt.
   
   Upon receipt of all proper documentation, incumbent prepares vouchers for payment and circulates for authorizations and approvals.
2. Purchase Card Management: The incumbent is a Government Purchase Card holder. S/he will make credit card purchases under the micro-purchase threshold (currently $3,000) when in the best interest of the USG. In this capacity, s/he makes micro-purchases using Mission GSA purchase card (SmartPay) in compliance with all applicable Federal and USAID agency regulations, controls, and approval requirements. These may include course registration for USAID/Tanzanian staff members.
3. Blanket Purchase Agreements: The incumbent makes recommendations for establishing Blanket Purchase Agreements (BPA) then prepares, tracks, and maintains all BPAs with vendors. S/he also modifies purchase orders using procedures for other than full and open competition (FAR 6302) to reflect accurate description of items/scope of work, delivery date/performance period method of shipment, price increase or decrease etc.

C. Post-Awards

1. Records and Monitors the procurement process in order to allow for complete and accurate viewing of the flow of procurement information from the acquisition stage to close-out. This includes resolutions of outstanding issues noted in the acquisition and closeout processes.
2. Initiates the Customs Exemption requests for goods through the GSO/Shipping to allow for smooth and prompt customs clearances process of incoming shipments. In the meantime, traces and/or follows-up with Suppliers/USDA shipping details such as vessels/flight number, OB/L and AWB number until confirmation of Actual Date of Arrival.
3. Undertakes the Sales Tax Exemption requests for all types of local procurements of goods and services.
4. Coordinates with GSO/Shipping agents on customs clearances and deliveries to the GSO/Warehouse Keeper until issuance of Receiving and Inspection Reports.
5. Files insurance claims against the shipping liner for any pilferage, lost or damaged goods during shipment, and takes all necessary actions until satisfaction.
6. Initiates close-out actions based on final deliveries, performance and payments of goods/services ordered. S/he works closely with Financial Management Office (FMO) to ensure proper and timely close-out of all procurement files.
7. Assists the FM Office in their pipeline review of Operating Expense procurements to finalize unliquidated obligations by reviewing, advising or providing comments regarding the final closeouts and/or the need to carry over the unliquidated obligations.

D. Other Relevant Duties

1. The incumbent enters procurements in the electronic procurement system, currently the Global Acquisition and Assistance System (GLAAS). S/he tracks entries made by other offices to ensure processing continues in a timely manner, and assists others to properly enter information in GLAAS.
2. The incumbent oversees the in-house automated procurement system and processes requests, ensuring that they are processed efficiently and properly to prevent funds control violations.
3. The incumbent is responsible for filing procurement documents, correspondence, scanning all procurement documentations into the Agency Secure Image and Storage Tracking System (ASIST) in accordance with the established filing procurement procedures. S/he is responsible for ensuring that vital records are updated and providing the reports to the Correspondence and Records Management Clerk.
4. The incumbent keeps aware of market conditions, including price and availability, of important commodities and services, and maintains contacts with officials of local supplier firms to facilitate resolving procurement problems. Prepares correspondence and reports relative to procurement function.
5. The incumbent is directly responsible for ensuring that the equipment is properly maintained and has the authority and responsibility for arranging service.

Executive Office Sub-Cashier:
15%

Petty Cash: Incumbent makes petty cash payments for micro-purchases within emergency situations arising in the Mission. He/She is responsible for maintaining accounting and control safeguards for all transactions for a petty cash fund of TZS. In this capacity, incumbent prepares and submits cash liquidation/replenishment vouchers to the Embassy’s Principal Class B Cashier, in a timely manner to ensure the appropriate amount of cash is on–hand at all times. S/he also collects, receives payments for personal use of official vehicles, phones and fax and pays them to the Embassy’s cashier.

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:
   A completion of a four year Bachelor Degree in one of the following fields: Business Management, Marketing, Accounting, Supply Management or any other purchasing and procurement related field is required.
2. Experience:
   Four years of progressively responsible experience in procurement is required.  At least one year experience in procurement with a US Government (USG) or International organization is required.
3. Language:
   Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
4. Skills and Abilities:
   The incumbent must demonstrate proficiency in the entire MS Office application suite (Work, Excel, Access, Outlook and PowerPoint) is required. (This will be tested).
5. Job Knowledge:
   The incumbent must have comprehensive knowledge of procurement regulations including simplified acquisition and the commercial act, procedures, instructions and forms, GSA catalogues, U.S. Federal Specifications & Standards, and contracting procedures and practices is required.

SELECTION PROCESS: 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

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees 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.
4. The candidate must be able to obtain the local security certification.

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, or by collecting hard copy from Gate number 3 of the Embassy 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.

WHERE TO APPLY:

American Embassy

Human Resources Office

P.O. Box 9123

Dar es Salaam