Procurement Agent

JOB DESCRIPTIONS 

 MAJOR DUTIES AND RESPONSIBILITIES

• In coordination with the Executive Officer and relevant USAID Offices, the job holder compiles the Mission’s yearly operating and program expenses procurement plan, and works with the USAID/Philippines Regional Financial Services Center to determine funds availability. 
• S/he documents justifications, collects quotes, and prioritizes requests. The job holder obtains approvals for the procurement plan and manages it in its entirety ensuring all purchases are made within the designated fiscal year per the Agency and applicable regulations. 
•  The job holder is a Government Purchase Card holder. When in the best interest of the USG, the job holder makes micro-purchases using Mission’s purchase card (currently $3,500) in  compliance with all applicable Federal and USAID agency prohibitions, controls, limitations, and approval requirements. This may include course registration for USAID/Fiji staff members. 3. The job holder follows prescribed procedures in the handling of procurements including contacting vendors for quotes, negotiating quotes, preparing memorandum of negotiation, preparing, and populating contract files, and sending copies of purchase orders to vendors and relevant staff, and acting as quality control for purchased goods and services. 
•  The job holder initiates Buyer/Requestor procurement actions in GLAAS. S/he prepares and reviews Requisitions and routes to the relevant Program Manager for review/approval. 
• S/he prepares subsequent awards and routes to the Executive Officer/Contracting Officer for release. 
• S/he maintains a tracking system of all procurement documents, from purchase requests to receipt of procured goods or services by the requestor in GLAAS. 
• The job holder coordinates with U.S. Embassy/GSO/Shipping for the issuance of customs exemption requests for goods to allow for smooth and prompt customs clearances process for all incoming shipments. 
• S/he traces and follows-up with suppliers regarding shipping details until confirmation of Actual Date of Arrival. S/he coordinates with GSO/Shipping agents on customs clearances and deliveries to the GSO/Warehouse ensuring issuance and proper filing of Receiving and Inspection Reports. 
• The job holder coordinates with the Embassy/Shipping the filing of insurance claims against the shipping liner for any pilferage, lost or damaged goods during shipment, and takes all necessary actions until satisfaction. 
•  For ICASS procurements, initiates the Integrated Logistics Management System (ILMS) Self-Service Portal/ARIBA procurement requests and serves as point of contact with the Embassy General Services Office (GSO) throughout the procurement process, ensuring that procurements placed in ILMS are accurate and orders are done in a timely manner. 
• Works in close coordination with the Embassy GSO on any issues and discrepancies for incoming shipments and/or receipt of services. 

 MINIMUM QUALIFICATIONS REQUIRED 

 To be considered for this position, offerors must meet the following minimum qualifications:

•  Education (PASS/FAIL) Note: Additional education may NOT be substituted for experience. 
• Full Performance Level (FSN-09) / Intermediate Level (FSN-08) / Entry Level (FSN-07) Completion of secondary schooling and two years of College/University studies in the field of Business Administration, Economics Laws, Social Science, International Relations, or other related fields is required. 
• Prior Work Experience (PASS/FAIL) Note: Additional experience may NOT be substituted for education. 
• Full Performance Level (FSN-09) A minimum of three (3) years of progressively responsible work experience in purchasing, contracting, supply management, or other related fields is required. 
• One year of this experience must have been gained working at a Fully Successful level in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government, the private sector, or within an international or donor organization. 

  Intermediate Level

•  A minimum of two (2) years of progressively responsible work experience in purchasing, contracting, supply management, administrative and/or procurement support, or other related fields is required. 
• One year of this experience must have been gained working at a Fully Successful level in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government, the private sector, or within an international or donor organization.

 Entry Level

•   One year of work experience in purchasing, contracting, supply management, administrative and/or procurement support, or other related fields is required.