Procurement Manager - ARE Activity

BACKGROUND

The Lebanon Agriculture and Rural Empowerment (ARE) program is a multi-year project funded by USAID to develop rural economics in Lebanon through support to the agro-food sector and other industries to unlock local and export sales potential while also creating jobs and increasing farmers’ and worker’s incomes. ARE will increase jobs; improve incomes; improve female participation and employment opportunities; increase domestic and export sales; increase private sector investment; improve access to finance; link value chain actors to domestic and international markets; and improve farm production through improved practices, technology, increased volume, and/or decreased cost. 

POSITION DESCRIPTION

The Procurement Manager will manage all administrative, contractual and operational aspects related to the procurement of equipment, commodities, and services the Lebanon ARE project, ensuring quality standards are met, and all procurements are cost-effective and compliant with Chemonics and USAID regulations. The Procurement Manager will provide guidance and oversight to Lebanon ARE staff, grantees, and vendors regarding procurement processes. The Procurement Manager will work closely with the Lebanon ARE procurement, grants and technical team which includes, Senior Grants and Procurement Manager and Grants Managers, Technical Advisors, Business Portfolio Managers, and other short term technical assistance throughout the project.

DETAILED RESPONSIBILITIES

Under this scope of work, the Procurement Manager shall perform tasks including but not limited to the following:

• Oversee ARE project procurement and subcontracts requirements and ensure compliance with corporate policies, contractual requirements, US Federal Acquisition Regulations (FAR), Agency for International Development Acquisition Regulations (AIDAR), and any other applicable policies and regulations
• Prepare and proofread RFQ/RFP packages to ensure conformity with applicable procedures for review.
• Monitor, participate in, and/or witness evaluation panels for significant procurement actions.
• Draft for review, comment, and edit negotiation memorandums to ensure that all FAR-specified topics are fully and competently addressed.
• Review purchase orders after being drafted by procurement team.
• Draft for review, comment, and edit procurement packages to ensure they are complete and in accordance with applicable procedures.
• Conduct spot reviews of hard and soft copy solicitation files to ensure all required documentation is on hand in audit ready condition.
• Ensure invoices are received from vendors in a timely manner and that disbursement for procurement actions are made promptly.
• Serve as the focal point for USAID Vetting Unit, gather and provide necessary documents in accordance to vetting procedures.
• Ensures all subcontracts and other procurements comply with applicable regulations, corporate policy, and good commercial practice.
• Advise project staff with subcontracts management in accordance with FAR, corporate policies, and contractual requirements.
• Responsible for the monitoring and tracking of all subcontractors’ documents in project office.
• Provide regular updates on status of implementation of subcontracts.
• Supervise the procurement team and build their capacity to effectively assist in implementation and monitoring of subcontracts.
• Monitor individual subcontract budgets, audit receipts for expenses incurred under subcontract agreements to ensure costs are allowable and allocable and seek approvals from technical result leaders on status of subcontract milestones/benchmarks before completing payments to subcontractors.
• Report consistent and accurate financial data on subcontract activities.
• Manage the overall integrity in the administration of subcontract award processes and procedures.
• Responsible for providing guidance and direction to ARE procurement staff/ Technical team on planning, implementation and compliance of procurement policies and procedures.
• Make efforts where possible to streamline the procurement process through establishing appropriate agreements with vendors.
• Maintain the project’s commodity management tracking system for grantees and subcontractors to provide accurate information to office manager for office inventory.
• Travel as required to inspect equipment at grantee sites.
• Maintain the overall integrity of the procurement filing system by ensuring that appropriate and timely documentation is included in each procurement file including memorandums of negotiation for all procurements. Maintain detailed notes to document all procurements processes and evaluations.
• Responsible for adapting procurement forms and tools to ARE needs and context and develop guidance tools on procurement process to ARE team.
• Responsible for developing and maintaining up to date procurement tracker(s) i.e. all types of trackers needed for managing requests and providing timely and accurate reporting to senior management.  
• Perform any other tasks requested by the Senior Grants and Procurement Manager, Chief of Party, and Operations, Finance, and Grants Director.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in management, human resources, or another related field
• Six to eight years of experience in procurement, experience working in procurement of
• Minimum 3 years’ experience in supervisory role
• Commodities and services of a USAID or other donor-funded project preferred
• Ability to work in a professional manner with fellow staff members, visitors, and the public
• Ability to solve
• Excellent written and verbal communication skills
• Ability to exercise confidentiality and high levels of professionalism
• Fluent written and spoken Arabic and English

LOCATION OF ASSIGNMENT

The Procurement Manager will be based in the project’s main office in Beirut, Lebanon, and travel throughout the country as required.

REPORTING

The Procurement Manager will report directly to the Senior Grants and Procurement Manager or her/his designee.