MAIN PURPOSE OF JOB: The role of the Procurement Specialist shall assist the Procurement personnel and the MSH/HIVA staff by performing procurement specialist work activities and supporting Procurement Department personnel to maintain a transparent, effective and efficient procurement process for all Procurement activities in support of the Finance, Operation and Administrative Manager. Once the purchase order has been completed, the Procurement Specialist will follow up with vendor to assure delivery and coordinate with the inventory officer to handover equipment’s and purchase items. This position is based in the MSH/HIVA Project Office in Kabul, Afghanistan. This position will report to Finance, Operation and Administrative Manager.
General Responsibilities.
The Procurement Specialist will assist the Operation Department personnel and the MSH/HIVA staff by performing procurement Specialist work activities in compliance with MSH rules and regulations. She/he will help organize procurement committees, conduct market research, draft purchase orders and contracts for review of Finance, Operation and Administrative Manager
and ensure that all procurement department backup documentation is on file, as per MSH policies and procedures.
Objective and Duties:
Procurement:
• Receives approved Purchase Requisitions (PR) for procurement of goods and services.
• Update all PRs on the procurement tracker.
• Determine the procurement methods in accordance with the given thresholds in the field procurement manuals and donor rules and regulations.
• Determines price reasonableness.
• Become thoroughly familiar with detailed Procurement Department systems and procedures for the management procurement including preparation of Procurement templates.
• Conduct market assessment for solicitation and regularly update the pre-approved vendors’ list.
• Drafting Requests for Quotations (RFQ) and sharing with the supervisor for review before publishing.
• Assist Procurement Department personnel to work directly with local suppliers and service providers to obtain quotations and/or requested commodities and services.
• Close coordination with procurement team members in provinces, receiving and reviewing the procurement packages from provincial offices and finalizing the packages for issuing purchase Orders.
• Conduct clearance verification using CSI Regulatory Compliance (Watchdog) for Vendors selected to deliver goods and/or commercial services.
• Conduct site visits from potential vendors along with the procurement committee members.
• Prepare the procurement package and submit it to Finance, Operation and Administrative Manager
for review and further process.
• Issuing Purchase Orders through QuickBooks in close coordination with the supervisor.
• Work and assist the Procurement Department personnel to complete the required purchase orders for HIVA/MSH.
• Communicate with vendors so that they are aware of and accept payment terms, open bank accounts, keep registrations updated, understand tax liabilities, and are encouraged to comply with local regulations.
• Update the procurement payment tracker, RFQs tracker, BPAs tracker, Lease Tracker, and other agreements tracker and share it with Finance, Operation and Administrative Manager
on a weekly basis.
• Assist in filing, copy, scan, label Procurement documents and purchase orders and other compliance related documents as needed, ensuring that all documents are filed in the SharePoint file folders in compliance with MSH policies and procedures.
• Assist to facilitate communication and follow-up documentation with vendors during the solicitation phase.
• Submission of payment packages follow up the status of vendors’ payments with the finance department.
• Initiate the Blanket Purchase Agreements (BPAs) for regular supplies like stationery, lunch supplies, office supplies, hotels etc.
• Assist in documenting all communications including but not limited to email communication and responses, telephone calls and in-person meetings as directed by Finance, Operation and Administrative Manager.
• Ensure that Procurement files are up to date including maintaining the Procurement folder on SharePoint.
• Coordinate with the inventory officer and operation department to hand over the procured items and services and follow up the GRN/SRN for payment purposes.
Also performs other duties as requested by the immediate supervisor.
