Management Sciences for Health (MSH) is seeking Procurement Specialist for a USAID BEBAS-TB 5-year activity having the aim of reducing TB incidence and mortality by supporting the Indonesian government to address the critical gaps and challenges of the TB program. This Activity will build on the work of previous USAID activities and current projects to achieve its goal. BEBAS-TB's support will focus on improving access and utilization to quality and patient centered comprehensive TB services.
Overall Responsibilities
The role of the Procurement Specialist is to procure goods and services in compliance with MSH/Donor procurements policies and procedures. They prepare RFQ/RFP and negotiate purchase terms and conditions, prepare and issue purchase orders and agreements, monitor supplier performance and resolve issues and concerns, inspect, and evaluate the quality of purchased items and resolve shortcomings and analyze industry and demand trends and support senior management with the development and implementation of sourcing strategies. They maintain procurement data including procurement trackers, supplier list, and standards of goods and services, and ensure the effectiveness of procurement in a timely and cost-effective manner.
Specific Responsibilities
- Facilitate the preparation of procurement plans.
- Receives approved Purchase Requisitions (PR) for procurement of goods and services.
- Tracks all PRs, for both local purchases and those requested through Costpoint.
- Determines price reasonableness.
- Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
- Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
- Handles field office purchases when required.
- Ensures that purchases are made in the best interests of the donor and MSH.
- Assures delivery or pickup of PO for collection of goods.
- Prepares weekly procurement status report and submits to the supervisor.
- Maintain the procurement tracker, recording complete purchase requests and updating it with status of the procurement requests and ensuring weekly status is up to date.
- Regularly updates the supervisor of all partial collections of the procured goods.
- Arrange for receipt of delivered goods, receive invoices from suppliers and ensure proper documentation for payment processing.
- Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
- Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
- Capacity Building of team.
- Also performs other duties as requested by the immediate supervisor.
- Inform the supervisor immediately if asked to compromise integrity by any vendor or other.
- Ensure that systems are in place in country to ensure that operations are managed, that staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
- Systems are in place to: Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures; Monitor and ensure compliance.
QUALIFICATIONS
Education & Experience
- University Degree in logistics, supply chain management or business with 5 years post-degree experience. A professional certificate in Procurement / Logistics will be an advantage.
- 5+ years of relevant and progressive experience in procurement and supply management.
- Experience in a USG or donor-funded project or NGO preferred.
- Experience in the use of ERPs like Quickbooks and Deltek Costpoint.
Knowledge and Skills
- Good working knowledge of purchasing strategies.
- Sourcing/ tendering
- Excellent communication, interpersonal, and negotiation skills
- Strong analytical thinking and problem-solving skills especially when working under pressure.
- Detail oriented.
- Strong negotiation skills.
- Ability to work in a team-oriented environment while maintaining an individual workload.
- Monitoring/assessing performance to make improvements or take corrective action.
- Ability to work under pressure.
- Planning and scheduling skills.
- Good organizational skills.
- Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
- Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
- Written and spoken proficiency in English.
Competencies
- Functional expert - has knowledge of processes and products.
- Influencer - relates to people, builds relationships, and effectively presents arguments.
- Results seeker - meets deadlines, identifies actions, and achieves goals.
- Innovator - thinks creatively, anticipates changes, and produces solutions.
- Adaptor - stays calm under pressure and handles criticism well.
- Comp