TIF - Sr. Procurement Specialist

Project Background:

The USAID/Lebanon Trade and investment Facilitation (TIF) Activity will facilitate the export of Lebanese goods and services to generate foreign exchange through investments and business enabling environment reform that simultaneously promote job creation, income generation, and improved livelihoods throughout the country. TIF has three objectives: 1) increased exports of Lebanese goods and services, 2) investment facilitation leading to increased domestic investment, and 3) improved business and investment enabling environment. Communicating results through outreach and sharing knowledge with private and public sectors is a crosscutting objective.

Purpose:

The Sr. Procurement Specialist will play a key role in implementing the procurement plan guided by the TIF work plan and operational needs. The individual will be responsible for adherence to project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, procurement policies, procedures, controls, and reporting systems. The individual will proactively coordinate with all staff on planning and implementing procurements through open communications, proactive market research, and price analysis.   

Responsibilities and Key Tasks:

Planning and Implementation

• Proactively sit with technical staff to discuss work plan ideas; assist with developing timeline and details required for any activities needing procurement.
• Ensures compliance with USAID regulations and DAI Field Operations Manual procurement policies, procedures, and instructions during the planning and implementation phase.
• Coordinates with staff requesting procurement to allow for efficient and effective preparation and competition.
• Conducts market research in coordination with technical staff.
• Generate reports of status of procurement activities, such as forecasting payments, amendments, close outs, and sector specific data (i.e. monthly and quarterly reporting).
• Assist Finance and Technical teams to ensure on-time deliverables, payments, and cash flow requests by monitoring deliverable and payment schedule.
• Work directly with local and international vendors to obtain quotations and initiate procurements of requested goods and services.
• Conduct Procurement purchases and prepare high-quality tender documentation (RFQs, RFPs).
• Participate in bid openings and technical and cost evaluations. Prepare competition documents such as bid opening forms, bid matrices.
• Document and write negotiation memos and issue agreements in DAI system (TAMIS).
• Perform the appropriate award instruments to the contractors (Purchase Orders, Blanket Purchase Agreements, or Subcontracts).
• Perform cost and price analysis and follow-up on Purchase Orders status and keep the team updated of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.  
• Ensure all expected merchandise is received in accordance with PO/Contract specifications.
• Review delivery orders to ensure supply is met, taking availability, cost, manufacturing process, and lead times into consideration.
• Submit payment requests to finance team along with supporting documentation.
• Travel as required to inspect equipment at delivery sites.

Compliance 

• Responsible for ensuring documentation requirements are met with various departments, i.e. technical, grants, finance, and operations.
• Ensure all required documentation is uploaded in the procurement database, TAMIS, and on SharePoint.
• Review vendor invoices against purchase orders and subcontracts to ensure compliance.
• Train on and enforce policies and procedures to prevent improprieties, intentional and unintentional.
• Assist in the audit of procurement files no less than annually.

Qualifications:

• Bachelor’s degree required. Degree in business, finance, or related field preferred.
• At least 7 years of professional experience, including increasingly responsible procurement experience, preferably with international donor-funded organization.
• Demonstrated experience working with diverse teams in a fast-paced environment.
• Familiarity with USAID rules and regulations preferred.
• Previous experience with DAI policies, procedures, and systems (TAMIS) preferred.
• Ability to identify strengths and weaknesses of alternative solution in solving complex problems.
• Strong communication skills - both written and oral – in English and Arabic.