Procurement Supervisor Job at US Embassy in Tanzania

Procurement Supervisor

CLOSING DATE OF THE POSITION: November 17, 2014

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

The US Embassy is seeking an individual for the position of Procurement Supervisor in the General Services Section.

BASIC FUNCTION OF POSITION

Incumbent works under the direction of the Assistant General Services Officer. He/she directs workload for the procurement team while assisting in generation of other procurement instruments (contracts, purchase card orders, BPA’s). He/she shares responsibilities for procurement actions using the mechanisms described in Simplified Acquisitions as required by OPE. He/she executes procurements through the ARIBA module of the Integrated Logistics Management System (ILMS), utilizing various procurement tools, including but not limited to Purchase Orders, Delivery Orders, Government Purchase Card, and Blanket Purchase Agreements. 

MAJOR DUTIES AND RESPONSIBILITIES:

Supervision of Procurement Section

40%

Incumbent develops or supervises the procurement section, four procurement agents and two purchase agents.
a) Determines solicitation requirements based upon procurement requests, memorandums and interviews; Drafts scope of work; 
b) Recommends solicitation type, e.g., firm-fixed price, indefinite delivery, indefinite quantity, MOU agreements, personal or professional services contracts, sealed bid, negotiated procurement, etc.; 
c) Oversees all contracting activity done by the contracting agent, providing support and recommendation where required
d) Identifies fair and open competition potential through market survey; 
e) Identifies critical elements for determining the best price/technically best offer, including financial viability and corporate responsibility of offers; 
f) Determines timeline for benchmark contracting activities; 
g) Drafts solicitations utilizing his/her expertise in USG acquisition; 
h) Places advertisements to maximize competition and provide best offer to the USG; 
i) Determines the need for and organizes pre-bid conferences; 
j) Determines the need for and organizes technical evaluation panels; With panel or independently, determines responsiveness of various offerors and ranks same; 
k) Negotiates for best and final offer among the most responsible offerors, if required; Documents files regarding various negotiations; 
l) Determines financial viability and corporate responsibility of finalists; Documents same; 
m) Presents final contract document to Embassy Contracting Officer for signature 
n) Maintains regular liaison with Department contracting entities; 
o) Reviews contract terms with Contracting Officer Representative (COR) and monitors contract with and through the COR; Analyses performance, costs, quality control, adherence to schedules and other pertinent terms of contracts; 
p) Drafts correspondence and negotiates with contractors less-than-satisfactory performance resolutions; 
q) Exercises option year requirements; Negotiates renewals; Negotiates modifications to existing contracts.

Procurement and Reporting activities

30%

Incumbent processes complex acquisition items and is responsible for the most complicated and difficult procurement actions, performing marketing research, managing solicitations, evaluation and award process, monitoring vendor performance, preparing payment documentation and closing files. In addition, receives and reviews all procurement requests to ensure correctness and that the necessary SOW’s and agency fiscal data has been received, separating procurement requests for items that can be purchased against the BPA’s.

Using the Simplified Acquisition Method, incumbent processes procurement requests for the acquisition of a wide variety of goods and services including but not limited to: telephone communications services, telephone devices, office supplies, information technology equipment and programs, security devices and equipment, fax and copy machines, maintenance equipment and corresponding tools, office and household furniture, household appliances, air conditioners, translator services, and photo services. Incumbent is also responsible for correctly classifying and maintaining procurement files as required by USG federal regulations.

For each request, the incumbent performs the following functions:

1. Reviews requests for accuracy and technical specifications, ensuring the requesting office provides enough information to make a successful purchase. When information is insufficient, notifies the requesting office and advises. If necessary, discusses special requirements with requesting offices.
2. Ensures that the competition process is properly carried out when applicable. Prepares letters for the Contracting Officer's signature for the request for quotations process when necessary.
3. Determines the type of procurement action to be taken for each purchase request and ensures the necessary supporting documentation is in the purchase files.
4. Researches possible vendor sources, requests bids/quotations by telephone, email, or in writing from local and U.S. vendors. Follows the "Table of Routine Standard Time" sending out at least the minimum number of requests for quotations. Additionally incumbent reviews the Federal Supply Schedules (FSS) to utilize preferred USG sources when feasible.
5. Upon the approval of the Contracting Officer and Supervisor, the incumbent executes purchases using the Government purchase card. He/she is required to keep a hard copy file for each order and when required correctly enter the information into the ARIBA module of ILMS. The incumbent is then responsible for tracking the order from initiation to completion. Responsible for appropriate use of bulk funding on purchase card.
6. Determines when to use FedBid reverse auction site to request bids from US vendors when the purchase is over $3,000.
7. Reviews bids/quotations and prepares all corresponding documentation, recommending the most suitable offer after considering all the requirements including, but not limited to price, vendor capabilities, quality of service, and vendor responsibility. Completes a "Price Comparison Table".
8. Prepares procurement documents for Supervisor's review and Contracting Officer's signature including, but not limited to:
   a. Purchase Orders
   b. Delivery Orders from existing GSA contracts and other preferred sources 
   c. Blanket Purchase Agreements
   d. Purchase Card Purchases
9. Provides vendors with copies of the final procurement document, signed by the Contracting Officer, and serves as a liaison between the Procurement Office and the vendor.
10. When applicable, prepares the request for a free entry permit (FEP) after completion of the procurement document.
11. Ensures there is a document (usually a receiving report from the warehouse or from the customer for services) that demonstrates the service has been completed or the merchandise has been received.
12. Provide instruction to customers on how to receive a service within ILMS.
13. Do database input in the S/FPDS-NG report for each purchase over $3,000 within three days of the creation of the purchase order.
14. Closes out the procurement files after all documentation has been completed, the services rendered, and payment received.
15. Incumbent performs regular market surveys for both the local market and the U.S. market in a wide variety of fields. The incumbent should maintain information sources pertaining to different market areas in which he/she regularly makes procurements. He/she is expected to maintain good working relationships with vender contacts to enable the Mission to operate smoothly when working under urgent and difficult circumstances, such as high-level visits and the end of fiscal year.

Contracting Specialist

20%

Assists Contracting Officer with the generation/renewal of Embassy contracts, compiles market research reports and directs Contracting Specialist over special clauses, deadlines, and checklists for each contract.

Special Projects

10%

Assist in VIP Visits, identifying and negotiating with vendors and/or working with government officials in logistics. Incumbent is responsible for updating and maintaining the U.S. and Local commercial directories which are located in GSO/Procurement Intranet site. He/she is responsible for reviewing and updating all information currently in the database every fiscal quarter. Additionally, he/she is responsible for gathering market survey information from all other Procurement Agents for addition (or deletion) from the directories. In addition manages procurements for special events such as the 4th of July celebration, Marine Ball, Halloween and others.

Performs other duties as instructed by supervisor.

QUALIFICATIONS REQUIRED

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

1. Education: University degree in business administration, resource management or related field is required.
2. Prior Work Experience: Five years in the field of procurement and five years of supervisory experience in procurement is required.
3. Language proficiency: Level IV English (Fluent) (writing, reading and speaking) is required.
4. Knowledge: Strong knowledge of the Federal Acquisitions Regulations (FAR) and DOS Acquisitions Regulations (DOSAR) and an understanding of the Foreign Affairs Manual. Knowledge of government Purchase Card procedures and regulations. Understanding of the DOS organizational structure and a basic understanding of the organizational structure of other federal agencies, especially with regards to funding. Must have detailed knowledge of USG acquisition law, as well as local contract laws and regulations.
5. Skills and Abilities: (i) The ability to tactfully and firmly present the positions of the U.S. Embassy in procurement and contract negotiations is essential. 
   (ii) Must be able to review lengthy and complex contract materials and assess their strengths and shortcomings, both in terms of technical requirements and in practicality, given USG, Post and local considerations. 
   (iii) Ability to use a PC and job-related computer programs such as MS Office, ILMS and the internet for research. Keen business judgment, experience with market surveys to identify new sources of goods and services. Tact in dealing with contacts: American and local vendors, contractors, US Government officials and LES.

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 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
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 applcant 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

CLOSING DATE OF THE POSITION: November 17, 2014
An Equal Opportunity Employer.