Decentralized Procurement Specialist

General Summary:

The Decentralized Procurement (DCP) Specialist will support the DCP Supervisor and Integrated Supply Chain Manager to develop and improve the quality and efficiency of the supply chain process for commodities within the DCP scope and deliver business results by performing agreed duties and responsibilities.

The DCP Specialist supports and mentors the DCP procurement specialist teams in their the day-to-day procurement tasks: receive requisition orders (ROs) from clients, confirm product specifications, complete procurement requirements evaluation, run and evaluate sourcing events, obtain sign off from clients on finalized ROs, draft, review and execute subcontracts or purchase orders (POs) for execution with vendors, monitor shipments to delivery, process vendor payment requests internally and ensure complete and timely filing. The DCP Specialist is particularly focused on providing support in the ARTMIS modules, in line with the procedures.

Principal Duties and Responsibilities (Essential Functions):

DCP Countries

• Provide support to DCP teams as they perform their day-to-day work with a focus on the ARTMIS modules, in line with the procedures.
• Serve as a subject matter expert for ARTMIS – the end-to-end procurement system that GHSC-PSM uses – particularly for processing ROs from inception to fully executed contracts.
• Ensure that all countries maximize the use of all ARTMIS functionalities, so as to minimize or eliminate any parallel paper-based systems.
• Serve as a subject matter expert for SharePoint, providing guidance for correctly tagging documents and monitoring adherence.
• Clearly communicate approved policies and procedures and assist in sharing guidance, developing and updating job aids, providing training and mentoring, and troubleshooting and resolving issues.
• Participate in relevant technical and management meetings (online, where possible) and disseminate relevant information to DCP teams.
• Monitor adherence to standard operating procedures and correct data entry for each country, define gaps and corrective and preventive actions with DCP Integrated Supply Chain Manager.

DCP Regional Procurement Capability

• Manage procurements for countries assigned to the DCP regional procurement, execute procurement from beginning to end in collaboration with recipient country.
• Receive ROs from clients, confirm product specifications, complete procurement requirements evaluation, manage and evaluate sourcing events (under long-term agreements and one-offs), obtain sign off from clients on finalized ROs, draft, review and execute subcontracts or POs for execution with vendors, monitor shipments to delivery, process vendor payment requests internally and ensure complete and timely filing.
• Ensure that all procurements are conducted within the prescribed cycle times.

DCP Strategy

• Support DCP Integrated Supply Chain Manager in evaluating, developing and implementing the DCP sourcing strategy.
• Assist with rolling out the sourcing strategy to the DCP countries, and guide countries during the RFx, evaluation, contracting and implementation phases.
• Identify and further develop opportunities for increased efficiency and effectiveness of the process and system.

Other

• Resolve problems and respond immediately to urgent requests, developing solutions that meet the client’s needs.
• Maintain relationships with internal units, including the Management Information System, Risk and Audit teams.
• Participate in internal and external meetings as requested.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree and 6 years of procurement experience on USAID-funded projects, preferably in the medical or clinical laboratory technology fields or a Master’s degree and 4 years of relevant procurement experience, preferably on USAID-funded projects.
• CIPS, CPSM, or other relevant procurement certification preferred.
• Solid understanding of USAID and other Federal Acquisition Rules.
• Strong experience executing and managing the end-to-end procurement lifecycle.
• Technical product knowledge in HIV/AIDS or lab technology.
• Experience working with global partners and countries in assessing and designing improvements to processes and procedures.
• Experience remotely managing field-based teams preferred.
• Demonstrated ability to communicate clearly and concisely both orally and in writing in English, and lead presentations, trainings, and effective meetings.
• Strong knowledge of MS Office applications.
• Ability to work both independently and as part of a team.
• Demonstrated integrity, independent thinking, judgment, and respect for others.
• Strong attention to detail.
• Foreign language fluency (French) desired.
• Ability to travel and work within Africa for one to two weeks, potentially several times per year

Supervision: The DCP Specialist will report to the DCP Supervisor.