Procurement Specialist

JOB DESCRIPTION

PROCUREMENT SPECIALIST

Job Title: Procurement Specialist

Program: Jordan Water Governance Activity (WGA)

Department: Operations

Reporting to: Operations Team Lead

Location: Amman

Position type: Long-Term Local Professional

Duration: One year (renewable as needed throughout project life)

BACKGROUND

The Water Governance Activity (WGA) program is a multi-year project funded by USAID, which aims to support the Government of Jordan (GoJ) to achieve measurable improvements and greater sustainability of the water sector by providing technical assistance to strengthen the GoJ’s reform, policy development and implementation, and capacity-building efforts. WGA will support the following objectives: support the GoJ to define and resolve water sector strategy and policy issues; improve water entities’ performance by reducing network losses, increasing conveyance efficiencies, and improving utility cost recovery; and specific, cross-cutting objectives related to support to gender, youth, persons with disabilities (PWD), and private sector engagement.

JOB SUMMARY:

The Procurement Specialist is responsible for providing support to the Operations Team Lead in planning, managing, and implementing all aspects of the procurement process for WGA and for ensuring all procurements are compliant with USAID and project policies.

DUTIES AND RESPONSIBILITIES:

The responsibilities for this position include but are not limited to:

• Issue requests for quotations (RFQs) and requests for proposals (RFPs) on behalf of the Jordan WGA team and participate on selection panels to ensure transparency and compliance at all steps. Work with the Jordan WGA technical team to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion, and evaluation reports.
• Ensure all procurement activities are fully and transparently documented through PARs, POs, RFQs, RFPs, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.
• Ensure all procurements are conducted according to Chemonics procurement policies and procedures.
• Ensure that the best quality of procured items for the fairest price through the collection of quotations and tendering for procurement when necessary.
• Conduct regular local market research to compare prices, reach fixed price agreements with legitimate providers/vendors, assist in maintaining legitimate providers/vendors database, and maintaining vendors tracker including their contact details and validity of signed agreements.
• Coordinate and liaise with all project departments in field and partner/implementing agencies to ensure the timely delivery of goods and services for the programs.
• Liaise with vendors and subcontractors and serve as their point of contact throughout the procurement process: arrange bidder meetings, compile clarification questions from bidders and work with the Jordan WGA technical team to prepare responses; coordinate evaluation committees, vet vendors and service providers, etc.
• Assist in the shipping and installation of procurements as necessary and identifies needs for capacity building for proper use of equipment in coordination with the Jordan WGA technical team. Travel to consolidate and inspect shipments/deliveries, as necessary.
• Maintain the project’s commodity management tracking system to provide accurate information to Operations Team Lead for office inventory.
• Develop procurement related approval documentation for submission to USAID.
• Participate in negotiating terms and conditions of contracts. Monitor contracts and purchase orders issued to subcontractors and vendors and follow up as necessary to ensure compliance with terms and conditions.
• Assist Jordan WGA operations staff on the procurement of commodities and professional services for the field office.
• Be capable of determining the eligibility of commodities and manage its search and reporting in accordance with ADS 312
• Ensure that all procured equipment and construction materials comply with the USAID geographic code 937 requirements and that they are properly labeled and branded, where applicable
• Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file including request for proposals, requests for quotations, subcontracts, subcontracts modifications, Negotiation Memos, and Absence of competition Memos for procurements where necessary. Maintain detailed notes to document all procurements processes and evaluations.
• Prepare the payment request packages to be submitted to the finance department for payments processing.
• Responds in a timely manner to procurement requests from the Jordan WGA technical and operation teams and monitor the procurement tracker to provide procurement status reports/updates when requested.
• Assist with the process of requesting USAID CO’s approval for restricted and ineligible goods.
• Make efforts where possible to streamline the procurement process through establishing appropriate agreements with vendors.
• Assist in managing Jordan customs clearance process of goods to be received by the project in accordance with AIDAR 752.225-70
• Assist in tagging of project purchases and overseeing custody of the project inventory sheet as determined by Operations Team Lead.
• Update project procurement tracker that is to be submitted bi-weekly to project management and bi-annually to USAID.
• Perform any other tasks requested by the Operations Team Lead.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work in a professional manner with fellow staff members, visitors, and the public.
• Ability to work independently and with minimal supervision.
• Excellent written and verbal communication skills
• Ability to exercise confidentiality and high levels of professionalism.
• Fluent written and spoken Arabic and English

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in management, business administration, or another related field.
• A minimum of three years of experience in procurement, experience working in procurement of commodities and services of a USAID or other donor-funded project is strongly preferred.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Chemonics is committed to the goal of equal employment opportunity. Chemonics recruits, hires, trains, and promotes people in all job titles without regard to race, color, religion, age, national origin, disability, sex, sexual orientation, gender or gender identity, or any other category specified by labor laws. All employment decisions will be consistent with the principle of equal employment opportunity. All personnel actions such as compensation, benefits, transfers, layoffs, return from layoff, company sponsored training, education, tuition assistance, social and recreational programs will be administered without regard to race, color, religion, age, national origin, disability, sex, sexual orientation, gender or gender identity, or any other category specified by local labor laws.

We thank all applicants for their interest; however, only shortlisted candidates will be contacted for interviews. The selection of this post will be on a rolling basis.

**It is a Chemonics policy to conduct background checks on all potential recruits/interns. Recruitment/internship in Chemonics is contingent on the results of such checks.

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