Procurement and Subcontracts Officer

Project Background:

The Water Sanitation and Conservation (WSC) Project’s purpose is the enhanced conservation and protection of Lebanon’s water resources through achieving three objectives: 1) capacity of wastewater (WW) and sanitation management expanded; 2) efficiency of public water utilities to manage water resources increased; and 3) citizens’ water stewardship enhanced. The availability of usable water resources in Lebanon—a strategic priority country to the U.S. Government’s Global Water Strategy—is at risk, jeopardizing the well-being of citizens and the social compact between the Government of Lebanon (GOL) and its people. In achieving WSC’s three objectives, USAID also hopes to gain fuller municipal and community integration—women and youth included—and a more substantial private sector role in Lebanon’s water sector, as well as greater sustainability of water sector enhancements.

Position Description:

Procurement and Subcontracts Officer

The Procurement and Subcontracts Officer will work with the Procurement Manager to purchase goods and services in support of WSC Project activities and operations in compliance with USAID and DAI policies.

Key Duties and Responsibilities:

• Performs procurement actions for technical and operational procurement of commodities and services as well as in-kind grants, according to USAID regulations, contract terms/requirements and DAI Procurement Policies.
• Ensures specifications are adequate; reviews/modifies with relevant technical or operations staff, as necessary, specifications/scope of works for a wide range of equipment, supplies, high technology goods and services, and maintenance service contracts in accordance with USAID and DAI procurement procedures and regulations.
• Develops and issues bid documents of various procurement methodologies (e.g., RFQs, RFPs. EOIs, etc.), prepares competition documents (e.g. Bid matrix, Bid Memo, etc.), and prepares/issues letters of clarification, as necessary, to published bid documents/specifications.
• Contributes to the effective organization and activities of Evaluation Committees meetings in respect with the applicable procedures. Evaluates applicable bid offers/responses to determine the low responsive/responsible bidder(s) and provide associated award recommendations.
• Issues authorized subcontracts, purchase orders, task orders and amendments explaining terms conditions, roles, and responsibilities.
• Prepares all procurement and award documentation, and organize physical files and uploads into the Technical and Administrative Management Information System (TAMIS).
• Upon approval, issues and reviews the appropriate contract instruments and requirements to the contractor(s).
• Tracks status of award deliverables ensuring terms and conditions of the award have been satisfactorily achieved, approved, accepted and documented.
• Reviews vendor invoices against purchase orders and subcontracts to ensure compliance.
• Inspects purchased goods and services to ensure they meet the specifications established in the RFP and the subcontracts or Purchase Orders.
• Initiates the timely and comprehensive close-out process and related documentation of subcontracts and purchase records.
• Coordinates effectively and timely with relevant project/program staff on project needs and requirements.
• Participates in activity work planning, and proactively conducts market research in support of anticipated operations and technical needs.
• Assists with the preparation of reports of status of procurement activities, such as forecasting, payments, amendment, close-out and activity specific data (monthly and quarterly reporting)
• Initiates and maintains appropriate and effective partnerships with external vendors by negotiating purchase orders with appropriate sources of equipment, supplies, services and travel.
• Establishes, maintains and updates vendor information and related databases.
• Performs vetting and screening of sub-awardees and beneficiaries as per the contract requirements.
• Coordinates with the Operations Team for maintaining and updating project assets/inventory of all project property.
• Assists in the audit of procurement files no less than annually.
• Other tasks as assigned.

Qualifications

• 2-4 years of professional experience in procurement, subcontracts, and/or grants administration, required.
• Bachelor’s Degree in Business Administration or related field, or equivalent relevant experience required.
• Working knowledge and experience administering competitive procurements, government contracts, subcontracts, purchase orders and grants with FAR regulations is preferred.
• Ability to assess and recommend responsible decisions and a commitment to fair and ethical procurement practices.
• Fluent spoken and written Arabic and English skills.
• Computer literate with e-mail, word processing, and spreadsheet experience.