Procurement Manager Full-Time

EGPAF is hiring a Procurement Manager.

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 16 countries and at over 5,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 3,100 — nine of 10 who work in the field—the Foundation’s global mission is to implement prevention, care, and treatment; further advance innovative research; and to execute strategic and targeted global advocacy activities  to bring dramatic change to the lives of millions of women, children, and families worldwide.

Job Summary

The Procurement Manager is a self-motivated individual who will lead the procurement department. S/he will assume responsibility for procurement of goods and services and other related procurement activities ensuring the planning, acquisition, supply, delivery at optimum cost-effective levels in a thoroughly documented, compliant, expeditious and effective manner – and will execute the duties with unyielding integrity.

Job Responsibilities

Procurement

• Timely, efficient and compliant procurement of office equipment and supplies for the Mozambique Office and “central procurement” items for sub-grants if any.
• Timely, efficient and compliant supply of all medical and non-medical material needed for program implementation
• Maintenance of procurement files on both hard and soft copy
• Ensuring that all needed documents and donor approvals are obtained, completed, and filed for EGPAF’s procurement activities in line with USG and EGPAF regulations and approved budgets.
• Establishes and maintains system for purchasing, ensuring that accurate and detailed specifications and distribution lists are submitted in writing prior to initiation of purchasing and coordinates the efficient pickup and delivery of purchases to the requestors.
• Update the catalog list of prices and ensure it is shared with the stakeholders on regular basis.
• Obtains competitive bids, quality discounts, and achieves cost savings in accordance with Federal procurement guidelines.
• Ensures invoices for payment are submitted, on weekly basis, to Finance Department and collaborates with Finance to pay the invoices within 30 days of receipt in the office
• Provide feedback on regular basis to the requesters on the status of their requisitions with details such as the requester’ names, POs, amount, delivery date, etc.
• Liaises with Administration and Logistics to ensure the controlled items purchased have tags and are logged into the inventory and property management form before they are immediately delivered to the requesters or to the fields.
• Maintain and manage all contracts of vendors providing services to EGPAF (leases, phone, vehicle insurance, vehicle maintenance, fuel, flights etc.)
• Develop, manage and maintain an arm’s length relationship with vendors at all levels; will ensure that EGPAF suppliers for goods & services fulfil their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner
•  Work with project managers to establish & coordinate an annual procurement plan against projects specific work plan, thereby minimizing ad hoc procurements and aiding projects to better manage planned procurements and expenditures.
• Ensure anti-terrorism and prohibited vendors are checked before any purchase is done
• Establishes and maintains a system for purchasing and strives for error free procurement data in pipeline management
• Coordinate the vendor prequalification process to identify best sources for procurement of goods and services
• Liaise with other operations departments as well as programs in procurement execution to ensure an integrated internal control framework, enabling consultative, transparent, technically proficient and compliant procurement decisions
• Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement.
• Collate and share best practices in procurement from networks, trainings, workshops and conferences, et cetera to ensure a dynamic and relevant procurement function.

Field Support

• Liaise with Provincial Procurement offices to ensure standard Procurement policies and procedures are implemented in each province.
• Conduct Trainings and Meetings with Procurement Staff to build capacity and understanding of Procurement activities.
• Conduct visits to Field Offices to assist with implementation of Procurement activities and build capacity and understanding of staff.

Management and supervision

• Supervises Procurement team in country.
• Participate in periodic project BTA meeting to explain gaps identified in standing pipeline report and inform accurate forecasting
• Participate in SOT meetings and provide updates and drive synergy within ops department
• Liaise with HQ AC backstop on issues requiring global support such as procurement system functionality or policy interpretation
• Ensure, delegating as appropriate, that each offices’ procurement function is adequately staffed, managed and resourced
• Ensure development, update and adherence to procurement policies and procedures at all office levels
• Assist in recruitment of procurement staff and building of department’s staff capacity
• Conduct performance appraisals for procurement staff and ensure relevant and up to date job descriptions at all times
• Promote learning and development amongst procurement staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
• Lead procurement team by example in terms of work ethic, skills, knowledge development and integrity.

Other duties as assigned

• Assess Procurement policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Procurement policies to ensure they are being properly adhered to.
• Train staff on procurement procedures (finance, admin and program).
•  Provides logistical support to the EGPAF Program as needed.
• Expedite VAT exemptions for EGPAF Mozambique procurement in conjunction with CDC, Ministry of Health and Mozambique Revenue Authority.
• Oversees that VAT exemptions are processed in time & dispatched to the vendors in time upon receipt from Mozambique Revenue Authority.
• Establish and maintain a system for tracking VAT and pursue vigorously outstanding VAT reimbursement claims
• Negotiate with vendors to facilitate EGPAF’s compliance with USG regulations on non-payment of VAT; reimbursement checks from vendors and will maintain and report on the VAT exemption status on a quarterly basis.
• Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance.
• Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
• Ensure continuous innovations, adoption of best practices and regular reviews of procurement operations for optimal efficiency
• Recommend any additional procurement procedures/guidelines to the Associate Director of Operations for review, approval and adoption
• Analyze risk areas in procurement operations and recommend mitigating solutions
• Produce and discuss the procurement report on monthly basis with the direct line manager.
• Perform other relevant duties as assigned by the Associate Director of Operations.

Required Qualifications

Education:

• MBA, Business-related degree and a diploma in purchasing and supplies management
• Minimum five years working in donor funded project accounting (preferably USG funded) at a senior level

Experience:

• Demonstrated 5 years’ experience on procurement activities.
• Prior experience dealing with VAT exemptions, etc.
• Preference for candidates who have experience working with International NGOs.
• Understanding and experience with USG procurement and logistical regulations.

Skills:

• Procurement skills
• High quality written & oral communication ability
• Strong supervisory skills
• Problem solving and oriented-result skills
• Strong computer literacy (Word, Excel, Internet, Outlook, OneDrive, PPT, etc.)
• Uncompromising Integrity
• A wide understanding and experience working with USG funded projects
• Experience with commodity management tracking systems
• Excellent communication and negotiating skills
• Well-developed interpersonal skills and experience developing staff by assessing development needs, coaching, mentoring and delivering training
• Strategic thinking, able to work in team settings and to provide suitable leadership therein
• IT Savvy, including procurement and accounting soft wares
• Willingness to travel (at least once a month)

Languages:

• Fluent reading, writing, and speaking in both Portuguese and English.

Competencies

The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Manager:

• Developing Others – Developing others is a person’s ability to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.
• Managing Conflict – Managing conflict is a person’s ability to encourage creative tension and differences of opinions. He/she will anticipate and take steps to prevent counter-productive confrontations while resolving conflicts and disagreements in a constructive manner.
• Managing People – Managing people is a person’s ability to build and manage workforce based on organization goals, budget, considerations, and staff needs. He/she will ensure that employees are appropriately recruited, selected, appraised, and rewarded. He/she will also manage a multi-cultural workforce and a variety of workforce situations.

How to Apply

Link: 

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities.