STATEMENT OF DUTIES:

General Statement of Purpose of the Contract

 Under the direct supervision of the Executive Officer, the Procurement Supervisor is responsible for providing simplified acquisition procurement (SAP) support to the USAID/Ethiopia and USAID/Djibouti Missions. The incumbent is responsible for supervising the yearly procurement planning, ensuring smooth procurement processes of services & goods for Operating Expense (OE) and program funds. The incumbent takes the lead in arranging and organizing USAID funded events.

Within the Executive office of USAID/Ethiopia and associated offices of USAID/AU, USAID/Djibouti, and the State Department, the Procurement Supervisor is responsible for providing procurement operations and support. The Procurement Supervisor oversees the overall operation of the procurement section. The incumbent is responsible for end-to-end support of all procurement requests. The incumbent serves as the Mission subject matter expert (SME) in all administrative SAP procurements. The incumbent supervises one FSN Procurement Agent and ensures timely performance management reviews and professional development planning for staff under his/her supervision.

The incumbent for this positions supervises and/or performs work involved in the procurement of a variety of commodities and services, including but not limited to office furniture, catering and venue rentals, equipment and supplies, household furniture and equipment, publications, automotive vehicles, petroleum products, building and equipment maintenance, repair and cleaning services, leased residential quarters, technical items such as automotive and office equipment spare parts, electronic and other specialized equipment and machinery, specialized tools.

Statement of Duties to be Performed

 EXO Procurement Execution, Documentation and Evaluation (30%)

• Obtains pricing information (including shipping cost estimates) and specifications (where detailed specifications have not been provided in advance).
• Consults with the appropriate technical/requesting office when necessary and selects the source for the items to be ordered.
• Serves as a buyer in GLAAS and enters procurement actions in Ariba, as required.
• Makes recommendations to the Contracting Officer in terms of cost reasonableness of goods and services.
• Documents all procurement actions with a negotiation memorandum that includes the required clauses, cost realism analysis, and additional regulations as required.
• Ensures procurement files are completely and appropriately documented and up to date. Perform 1311 reviews to accrue or de-obligate funds ensuring the services and/or goods are received and procurement files are closed out accordingly with technical and finance offices in a timely manner.
• Reviews vendor invoices and claims against purchasing and receiving documents and/or against purchasing and deliverables. Provides appropriate confirmations for processing timely payments based on the terms of the contract.
• Leads regular procurement file reviews and provides feedback to the Supervisory and Deputy Executive Officers.

EXO Procurement Planning and Policy (30%)

•  Leads the USAID’s Mission in the development, assessment, approval, and implementation of the annual procurement planning processes and ensures timely completion of procurement activities and fund obligations.
• Ensures the appropriate internal controls are in place, in alignment with Agency procurement regulations, and that the appropriate authorizations and funding authorizations are in place prior to any procurement actions.
• Ensures that, to the maximum extent possible, consolidated procurement activities are not redundantly processed and/or that, where most appropriate, procurement actions are processed through the consolidated procurement services (ICASS/ARIBA, etc.)
• Demonstrates strong leadership and oversight while implementing the annual Executive Office procurement cycle, from request to closeout, otherwise known as “end-to-end” procurement, responsible for working with technical and support offices on the requirements of operational-based procurement.
• Reviews procurement requests and prioritizes procurement activities, ensuring the maximum resources available for procurement, as appropriate, both locally and internationally.
• Proactively advises USAID Mission teams on how to request procurement actions from EXO and updates senior management on the status of USAID’s EXO procurement processes.
• Takes initiative to update the Executive Office on a weekly basis of all outstanding and upcoming procurements.
• Leads in the coordination with the ICASS service provider to inform them of any procurement that would impact their procurement cycle and improve customer service for USAID employees.
• Develops, maintains, and enforces Mission policies related to simplified acquisition procurement and petty cash. Such policies would outline when EXO procurement would be handled by the Procurement Specialist or when it would be submitted to ICASS for implementation. Additionally, such policies would ensure internal consistency and practice of standard operating procedures for SAP procurement.
• Takes responsibility to ensure regular communication and/or presentation of updates to USAID/Ethiopia and Djibouti staff on FAR, AIDAR, Mission Orders, and other policies that related to the procurement of simplified acquisition procurement.
• Educates Mission teams on EXO procurement policies, timelines, forms, policies and best practices. Serves as a subject matter expert in EXO procurement.
• Implements OAA/E recommendations, as requested or required.

Procurement Quality Control and Process Improvement (20%)

• Develops and demonstrates proficiency and knowledge in SAP procurement and understands Agency procurement policies in order to improve procurement processes, procedures, databases, and activities, and to improve the timeliness and overall performance in all aspects of the EXO procurement activities.
• Ensures attention to detail in maintaining customer databases, information, intranet, etc. and ensures adequate documentation and communications are maintained for tracking purposes.
• Takes initiative to regularly track, assess, and conduct regular audits of data and activities in order to ensure that process areas and standards are followed, maximized in efficiency, and that responses meet or exceed customer service standards.
• Problem solves and responds to client issues and concerns as they arise and makes recommendations to improve, expand, or clarify procedures, processes, and database needs, collaborating across offices, as needed.

Supervision (20%)

• Develops the annual work development plan for one Procurement Agent and evaluates employee performance, both during the quarterly reviews and the end of cycle review.
• Establishes work procedures and processes that support the Agency and Mission standards, procedures and strategic directives.
• Actively participates in the monitoring of work performance of the Procurement Agent to ensure the employee has the appropriate training and other resources to perform his/her job and to both respond to and resolve employee relations issues.
• Mentors and provides appropriate coaching of the Procurement Agent.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

Supervisory Relationship

Works under the general supervision of the Executive Officer.

Supervisory Controls

The incumbent supervises one Procurement Agent.

 PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

JOB REQUIREMENT

• EDUCATION: Bachelor’s degree in procurement, supply, management or business or a related field is required
•  PRIOR EXPERIENCE: At least five years of prior experience related to procurement and/or price negotiating management is required.
• LANGUAGE: Level IV (fluent) knowledge in English and Amharic is required.

MARKET VALUE: FSN -10, $18,740 to $33,728. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ethiopia. Final compensation will be negotiated within the listed market value.

PLACE OF PERFORMANCE: US Embassy, Entoto Road, Addis Ababa with possible travel as stated in the Statement of Duties.

ELIGIBLE OFFERORS: All CCN interested applicants. Cooperating Country National Personal Service Contractor (CCNPSC). Cooperating country national means an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

LIST OF REQUIRED FORMS PRIOR TO AWARD

Once the Contracting Officer informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms.

• Medical History and Examination Form (Department of State Forms)
• Questionnaire for Non-Sensitive Positions (SF-85)
• Fingerprint Card (FD-258)

BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

• BENEFITS:Group life insurance, medical coverage, annual leave and sick leave.
• ALLOWANCES (as applicable):Meal allowance and miscellaneous benefit allowance.

TAXES:Per the Mission’s policy.

CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 03/20/2020 before and/or on 5:00PM Ethiopian local time (close of business).

SUBMITTING AN OFFER

Eligible Offerors are required to complete and submit the offer form and submit the offer form DS-174 Application for U.S. Federal employment along with a cover letter and resume written in English. The DS-174 Application form can be found in the U.S. embassy website https://et.usembassy.gov/embassy/jobs/ ; or https://www.usaid.gov/ethiopia/work-with-us/careers/ds-form-174-ccn-application.
Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
Application must be submitted ONLY via [email protected] and the email subject must say– solicitation 72066320R10009 , Procurement Supervisor. Be sure to include your name and the solicitation number at the top of each page.
Please submit the application only once; and
Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (Close of Business).