JOB TITLE: Procurement Officer
PROJECT: Haiti Integrated Financial Management System (IFMS)
JOB LOCATION: Port au Prince, Haiti
REPORTS TO: Chief of Party
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BACKGROUND

The IFMS project is a USAID-funded, three-year project whose objective is to provide technical, logistical and managerial strengthening support to the Ministry of Economy and Finance (MEF) for the restoration, operation and expansion of both the telecommunications infrastructure and the financial management system. The principal focus of the project is procurement of hardware, software and training for MEF institutions (including tax, customs and budget) and other key government ministries and offices.

DUTIES AND RESPONSIBILITIES


• Respond in a timely manner to procurement requests as approved by project leadership.
• Maintain the overall integrity of the procurement filing system by ensuring that all required steps are completed in the procurement process and appropriate documentation is included in each procurement file.
• Ensure that procurement documentation is well organized, including archiving of all quotations and tender document and ensure proper filling of all procurement documents for easy access and retrieval of information.
• Work directly with local or regional vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services.
• Manage the evaluation process by organizing evaluation panels, serving as a resource to the panel, and preparing the selection and negotiation memos.
• Identify opportunities to streamline the procurement process through establishing appropriate agreements with vendors.
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance with terms and conditions.
• Assist with the project’s commodity management tracking system for counterparts/beneficiaries and to provide accurate information to office manager for office inventory.
• Assist in developing procurement related approval documentation for submission to USAID as needed.
• Provide procurement status reports and inventory summaries as requested by project staff.
• Follow up on procurement issues to ensure that all requests are processed in a timely manner.
• Manage the procurement databank, including the Vendor Roster vendor contacts, purchase order tracking logs, price lists, etc.
• Undertake other duties as assigned by supervisor.

QUALIFICATIONS and KEY COMPETENCIES

• Bachelor’s degree in a relevant field required.
• At least three years of relevant procurement experience in Haiti or the U.S. is required, including experience with IT hardware/software procurements. USAID project experience is highly desirable.
• In depth knowledge of and experience with proper procurement protocols, particularly USAID rules and regulations governing procurement.
• Ability to work in a professional and cordial manner with fellow staff members, subcontractors and vendors, governmental entities, support organizations, and the general public.
• Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment that reflects positively on the image and communicates the established program message of the IFMS project.
• Ability to effectively use computer software including word processing and basic spreadsheet applications.
• Language Skills: Fluent written and spoken English and French are required.