JOB DESCRIPTION

SUPPLY CHAIN MANAGEMENT SYSTEM
POSITION: Procurement Specialist II
SUPERVISOR: Procurement Advisor
LOCATION: Port-au-Prince, Haiti
SUPERVISEES: None

Background

The primary objective of the SCMS project in Haiti is to establish and operate a reliable, sustainable pharmaceutical supply chain management system. The project aims to forecast, procure, store, and distribute drugs, supplies, and equipment needed for the care and treatment of persons with HIV/AIDS in Haiti.
SCMS is recruiting a Laboratory Procurement Specialist (buyer) who will be responsible for providing a professional procurement service to the SCMS project; ensuring that SCMS procurement policies and operating procedures are followed in the purchasing of quality assured commodities to target timescales at a competitive price. S/he shall primarily provide assistance to the procurement team, especially the procurement advisor in all procurement of all HIV/AIDS related commodities with an emphasis on laboratory related commodities.

Description:

The Procurement Specialist is responsible for accurate purchase order processing, either within the framework of established long-term contracts with suppliers or by utilizing tender or direct negotiation procedures in compliance with the applicable procurement and quality assurance policies from the US Government Federal Acquisition Regulations (FAR) which may include some or all of the following product categories:
• Laboratory Commodities and Supplies
• Malaria and other Rapid Diagnostic Tests
• General Equipment, Laboratory Equipment, IT Equipment and vehicles.
The procurement activities are carried out as per standard operating procedures, either in-house procedures or those determined by specific client organizations. The Procurement Specialist will be based at the SCMS office in Haiti.

Major Tasks:

Administration:
• Accurate data entry in XRoads (CRM) and ORION and maintenance of all order process steps.


• Documentation of all relevant information.
• Ensure entire procurement file is uploaded to Knowledge Tree as outlined in PFSCM SOPs.
• Check supplier invoices and arrange payment.
• Contribute to the waiver request procedure.
• Contribute to registration database.
• Appraise vendor performance.
• Resolve post contract complaints and issues.

Managing Requests for Quotations:
• Clarify specifications with client/technical specialists to fully understand requirement.
• Identify sources to meet specification local and international sources.
• Evaluation of client requirements and eligible sources, evaluation of bids.
• Solicitation of quotation for health commodities and supplies.
• Negotiation on pricing and other terms.
• Awarding of orders.

Order Processing:
• Creation of purchase orders as per requested specifications and negotiated offers.
• Obtaining required procurement approvals from client organisations / donors.
• Liaison with Shipping Associate/Supply and Delivery Coordinators to ensure timely collection from suppliers, shipping and delivery as well as collection of proof of delivery (POD).
• Liaison with suppliers on non-successful bids.


Relationship management:
• Ongoing development of relationships with existing and new suppliers.
• Liaison with customers and in-country teams on product specifications and supply plans and handling of all order-related complaints with vendors in collaboration with Procurement Advisor.
• Other miscellaneous tasks as and when required.

Qualifications

- Bachelor’s degree in Procurement, Pharmacy, Laboratory or related field.
- At least 5 years procurement experience in medicines, medical equipment, laboratory reagents and consumables, or other relevant HIV/AIDS or medical related experience will be considered.
- Knowledge of procurement of equipment and consumables preferred.
- Experience and understanding of the Federal Acquisition Regulations (FAR) of the US government desired.
- Knowledge of international Quality Standards such as Good Manufacturing Practices (GMP) and Good Distribution Practices (GDP) and Regulatory affairs desired.
- Strong organizational skills and ability to perform multiple tasks simultaneously, set priorities and work in a team with diverse cultural backgrounds.
- Self-driven with a high sense of quality, accuracy, efficiency and meeting tight deadlines.
- Experience in and knowledge of international logistics preferred.
- Fluent in French, Creole and (technical) English.
- Strong computer skills, including sound knowledge of Windows and Microsoft Office applications including Outlook, Word, Excel and Powerpoint.

Please note this is a local position paid in local currency according to MSH-Haiti Salary Scale.
No allowances will be permitted under this position