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
•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 proceeds with accurate data entry in XRoads (CRM) and ORION and maintenance of all order process steps.
•S/He participates in team projects as directed by supervisor.
•S/He Report and recommend suggestions for process and procedure improvements
•S/He monitors progress of work group members as requested by the procurement Manager
•S/He documents all relevant information.
•S/He ensures entire procurement file is uploaded to Knowledge Tree as outlined in PFSCM SOPs.
•S/He Checks the supplier invoices and arrange payment.
•S/he contributes to the waiver request procedure.
•S/He contributes to registration database.
•S/He appraises vendor performance.
•S/He resolves post contract complaints and issues.

Managing Requests for Quotations:

•S/He clarifies specifications with client/technical specialists to fully understand requirement.
•S/He Identifies sources to meet specification local and international sources.
•S/He evaluates client requirements and eligible sources, evaluation of bids.
•S/he solicits the quotation for health commodities and supplies.
•S/He negotiates the pricing and other terms.
•S/He process departmental requisitions develop solicitations, manage procurement processes.
•Awarding of orders.

Order Processing:
•S/he creates of purchase orders as per requested specifications and negotiated offers.
•S/He obtains required procurement approvals from client organisations / 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 provides training and consultation on procurement processes and procedures as required.
•S/He reviews planned orders, creates requisitions for purchased items, and manages approval process.
•Tracks order acknowledgement, prepares and communicates shortage and backlog reports, and provides visibility of potential interruptions to internal or external customers.
•S/He tracks orders and confirms system lead times, delivery dates, and costs.
•S/He reviews, updates, and maintains purchase orders until they are closed.

Relationship management:
•S/He ensures ongoing ongoing development of relationships with existing and new suppliers.
•S/He ensures ongoing iaises 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.
-Master’s degree preferable.
-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.
-Experience in negotiating contracts and or agreements.
-Experience in working with public or private vendors and agreements.
-Knowledge and experience related to contract administration and contract terms.

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

Notes :
Please note this is a local position paid in local currency. No allowances will be permitted under this position