USAID/Madagascar: Procurement Assistant - FSN-9 (Cooperating Country National only)

*This vacancy is open to Malagasy citizens and non-Malagasy citizens lawfully admitted for permanent residence in Madagascar. Non-Malagasy citizens, if selected, will be compensated on the same schedule of salaries and benefits as are Malagasy citizens.

To apply, please download the full solicitation attached and follow the instructions. The “Offeror Information For CCNPSC” form is also attached.

Basic Function Of Position

The Procurement Assistant handles all aspects of goods and services procurement process both locally and offshore by contracts or purchase orders, in support of the Mission operations.

Major Duties And Responsibilities

• Procurement (80%)
• • The incumbent serves as the Mission subject matter expert on simplified acquisition policies and procedures, advising all mission offices on regulatory requirements and procedures for purchase of services, nonexpendable and expendable property, and vehicles needed to support the day-to-day operation of the Mission.
• • The incumbent assists in the development of the Mission’s annual procurement plan and budget in support of Mission operations.
• • The incumbent manages the solicitation and selection processes for all procurements in support of mission operations, monitoring the request process to ensure timely processing of documents, maintaining a tracker on procurement actions pending and upcoming, and alerting the EXO to potential issues which might delay timely completion of procurement actions.
• • The incumbent reviews procurement request documentation for adequacy and completeness, and coordinates with requesting offices to resolve problems, alerting the EXO to problems needing contracting office attention.
• • The incumbent manages the solicitation/selection process for all procurements in support of mission operations, negotiating with vendors the terms and conditions of contracts and purchase orders, preparing all procurement documentation in connection with procurement actions taken, and advising the contracting officer (EXO) on issues arising at any point in this process.
• • The incumbent carries out post-award follow-up to ensure vendor adherence to the terms of the contract and completes close-out actions upon completion/termination of each contract.
• • The incumbent establishes and maintains procurement files (both electronic and paper) in accordance with Agency records management policies and regulations and serves as the Mission subject matter expert on filing requirements in ASIST.
• • The incumbent also directly manages the issuance of tickets by Air Madagascar in connection with domestic travel by all Mission employees, maintaining logs on tickets issued and ensuring prompt handling of invoices for tickets issued.
• • The incumbent manages Mission petty cash purchasing activities.
• • Submit procurement request and requisitions for USAID Procurement actions that go to the Embassy Procurement System “ARIBA” for Mission administrative procurements as approved on the procurement plan or as instructed by the Executive Officer or the Deputy Executive Officer. Follow-up on the status of the procurement until completion. Provide procurement update on a regular basis.
• Administrative Duties (20%)
• • The incumbent oversees the maintenance of Mission-owned non-IT equipment, to ensure compliance with maintenance schedules and prompt attention to repairs needed.
  • The incumbent manages Mission stocks of administrative office supplies, alerting requestors to the need for replacement items and advising on procedures for restocking, either through ICASS requisitions or new purchases.
• • The incumbent serves as the back-up to the USAID Travel section when needed.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Offers will be initially screened by the Human Resources Office to determine whether they have met the minimum qualifications below. A list of qualified offers will be referred to the Technical Evaluation Committee (TEC) for further consideration and screening.

1. Education:

College or university studies in procurement and other related studies.

2. Prior Work Experience****:

A minimum of three years of experience in purchasing or procurement activities, in a large organization.

3. Language Proficiency:

Level IV - fluency in both oral and written English and French is required.

File: Solicitation_Procurement Assistant_FSN-9_June 2024

File: CCN OFFER FORM - Jul 2023