TIF - Procurement Officer

Purpose:

The Procurement Officer will play an important role in implementing the procurement plan guided by the TIF work plan and operational needs (under the supervision of TIF’s Procurement and RFP Manager). The individual will be responsible for learning and 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 procurement through open communications. 

Responsibilities and Key Tasks:

Planning and Implementation

• Proactively work and coordinate with the technical staff understand to workplan activities under co-creation and implementation; assist with developing timelines required for any activities needing procurement support.
• Ensure compliance with USAID regulations and the DAI FOM, procurement policies, procedures, and instructions during implementation.
• Generate status reports including status of procurement activities, such as forecasting payments, inventory, amendments, close outs, and sector specific data (i.e. monthly and quarterly reporting).
• Coordinate with Finance, Grants and Technical teams to ensure on-time deliverables, payments, and cash flow requests by monitoring payment schedules.
• Utilize Blanket Purchase Agreements, where appropriate to efficiently procure items purchased repeatedly.

Compliance

• Provide guidance and direction to project staff on planning, implementation, and compliance of procurement policies, procedures, and instructions, specifically their role in the process.
• Assist in the procurement of goods and services in accordance with project requirements.
• Assist in drafting and issuing Request for Quotations (RFQs) and Request for Proposals (RFPs)
• Participate and lead bid openings, prepare competition documents i.e., bid matrices, note to files, and purchase orders.
• Responsible for issuing payments in TAMIS (Technical Assistance Management Information System).
• Responsible for reaching out to vendors to conduct market studies.
• Responsible for coordinating with vendors on deliveries and distribution of goods.
• Responsible for filing and saving all required procurement documentation in TAMIS and in the project shared files and ensuring they are met with various departments, i.e., technical, grants, and finance.
• Responsible for building and maintaining the project vendor database.
• Responsible for screening vendors before contracting.
• Responsible for maintaining procurement trackers.
• 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 or related field preferred.
• At least 3 years of professional experience, including increasingly responsible procurement or grants experience.
• Demonstrated experience working with diverse teams in a fast-paced environment.
• Familiarity with USAID rules and regulations preferred.
• Previous experience with a grants or procurement management information system (MIS) database preferred.
• Ability to identify alternative solutions in solving complex problems.
• Strong communication skills - both written and oral – in English and Arabic.