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 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 Manager in procurements 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
•Products for Malaria, Cholera and Water, Sanitation & Hygiene (WASH) projects
•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:
•S/He ensures an accurate data entry in XRoads (CRM) and ORION and maintains of all order process steps.
•S/He documents of all relevant information.
•S/He ensures that entire procurement file is uploaded to Knowledge Tree as outlined in PFSCM SOPs.
•S/He Checks supplier invoices and arranges payment.
•S/he contributes to the waiver request procedure.
•S/He contributes to registration database.
•S/He appraise vendor performance.
•S/he coordinates feedback collection and resolution of post contract complaints and issues.

Managing Requests for Quotations:
•S/he clarifies specifications with client/technical specialists to fully understand requirement and provides the appropriate support.
•S/he Identifies sources to meet specifications local and international sources.
•S/He drives the evaluation of client requirements and eligible sources, the evaluation of bids.
•S/He solicits the quotation for health commodities and supplies.
•S/He negotiates on pricing and other terms in respect of the procurement.
•Awarding of orders.
•S/He ensures appropriate supplier selection/bidding processes for selected
purchase requests, and supplier and contract pricing validation for all purchase
requests under category management responsibility.

Order Processing:
•S/he creates the purchase orders as per requested specifications and negotiated offers.
•S/He obtains the required procurement approvals from client organizations / donors.
•S/He Liaises 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).
•S/He liaises with suppliers on non-successful bids.
•S/He responsible for resolving invoice price and terms discrepancies to enable order processing.


Relationship management:
•S/He ensures ongoing development of relationships with existing and new suppliers.
•S/He liaises 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 Manager.
•S/He responsible for supplier communication to resolve transactional issues.
•S/He interprets and applies the established rules and regulations and explain these to the vendors or other requestors;

Other miscellaneous tasks as and when required.

Qualifications

-Bachelor’s degree or equivalent experience (preferably in Procurement, Pharmacy, Laboratory or related field).

-Master’s degree desirable.

-At least 3 years procurement experience in medicines, medical equipment, laboratory reagents and consumables, or other relevant HIV/AIDS or medical related experience will be prefered.

-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.

-General knowledge of large scale purchasing methods and procedures and the characteristics of the assigned commodities and sources of supply.

-Ability to gather, evaluate, and present technical information effectively in oral and written form; make sound recommendations concerning award of contracts based on evaluation of submitted bids.



Possess ability to:

•Express ideas clearly in written and oral communication.

•Input and retrieve data, as well as format and produce correspondence and documents using current word processing applications.

•Proofread and edit documents for spelling, punctuation and grammar.

•Apply basic accounting principles and perform basic and advanced math functions related to cost or price analysis problems.

•Organize workload and prioritize tasks to meet changing priorities and deadlines.

•Work effectively in collaboration with superiors, peers and team members.

Complete resume, motivation letter