US Embassy,Program Procurement Agent Jobs in Tanzania

Reporting to the Deputy Executive Officer, the procurement agent manages the
entire procurement process for all USAID/Tanzania procurements and performs a
full range of operating expenses and program support procurements for
commodities and services through various procurement channels available under
the Simplified Acquisition Rules and the Commercial Act. Tools can include but
is not limited to; purchase orders, blanket purchase orders, credit card
purchase orders, petty cash purchases, and negotiated contracts.

S/He oversees and performs the design, negotiation, procurement, post-award
administration, monitoring and closeout of contracts. The incumbent procures
both nonexpendable and expendable property. The incumbent assists in the
preparation of the yearly Mission operating and program procurement plan, and
serves as one of the resident experts for the Global Acquisition and Assistance
System (GLAAS) direct staff using this system on the proper usage and monitor
pending entries to ensure timely processes.

The incumbent also performs sub-cashiering duties and maintains a petty cash
fund of assigned TZS amounts as may be revised from time to time.

MAJOR DUTIES AND RESPONSIBILITIES:

Procurement Management:
85%

The incumbent implements all procurement actions undertaken in the Executive
Office. Duties and responsibilities include but are not limited to:

A. Pre-Awards

    Procurement Planning: Works closely with Mission staff in
the planning stage of each procurement action by developing a procurement plan
annually with input from all USAID/Tanzania offices on their requirements,
working with the Executive Office Management team and the Financial Management
Office staff to determine funds availability, documents justifications, and
prioritizes requests. The incumbent obtains approvals for the procurement plan
and manages it in its entirety ensuring that all purchases are made within the
designated fiscal year.
    Procurement Reviews: Incumbent reviews and analyses
commodity/service procurement requests generated within the Mission and
completeness and preciseness in terms of specifications, scope of works taking
into consideration time, cost, quality and other factors to permit maximum
price competition while assuring the various AID requirements as addressed in
the Simplified Acquisition Procedures are met. After a detailed review of the
requested items to determine economical, workable solutions, the incumbent
thoroughly documents the requirement with the requestor in a manner that
ensures that suppliers understand the requirement in order to provide USAID
with a comprehensive and proper bid that fully satisfies the request. This
includes reviewing all bids and preparing a summary analysis (abstract of
quotations), recommending best and final offer, considering price, bidder’s
capabilities and past-performance. If necessary, conducts prices and other
factors’ negotiation to the best interest of the US Government. S/he also
conducts a market surveys which include consulting manufacturers’ catalogues
and searching the Internet.
    Procurement methods/instruments: Recommends the most
advantageous procurement methods in terms of reliability, cost and lead time
for particular commodities, group of commodities or services then, initiates
formal/informal advertisements through requests for quotation, invitation for
bid or, consults catalogs, source lists or vendor websites to determine best
price. In this capacity, incumbent solicits all procurements in accordance with
the myriad of USG procurement regulations to promote competition and provide
the USG the best value by following prescribed procedures in handling
procurements including: preparing contract files; contacting vendors for
quotes; preparing memorandums of negotiation; and sending copies of purchase
orders to vendors and relevant staff. The incumbent acts under minimal
supervision in negotiating most procurement actions.

B. Awards

    Procurement Actions documentation: Prepares negotiation
memorandums (Neg Memos) and purchase orders, and submits them to the Deputy
Executive Officer for final approval. In this role, incumbent is responsible
for managing the entire procurement cycle including processing all invoices for
accuracy of payment, following up with vendors in instances of late delivery.
S/he directs final orders to suppliers and requests prompt acknowledgement of
receipt which will constitute the official binding agreement between AID and
Suppliers/Contractors and follows-up until confirmation of receipt. Upon
receipt of all proper documentation, incumbent prepares vouchers for payment
and circulates for authorizations and approvals.
    Purchase Card Management: The incumbent is a Government
Purchase Card holder. S/he will make credit card purchases under the
micro-purchase threshold (currently $3,000) when in the best interest of the
USG. In this capacity, s/he makes micro-purchases using Mission GSA purchase
card (SmartPay) in compliance with all applicable Federal and USAID agency
regulations, controls, and approval requirements. These may include course
registration for USAID/Tanzanian staff members.
    Blanket Purchase Agreements: The incumbent makes
recommendations for establishing Blanket Purchase Agreements (BPA) then
prepares, tracks, and maintains all BPAs with vendors. S/he also modifies
purchase orders using procedures for other than full and open competition (FAR
6302) to reflect accurate description of items/scope of work, delivery
date/performance period method of shipment, price increase or decrease etc.

C. Post-Awards

    Records and Monitors the procurement process in order to
allow for complete and accurate viewing of the flow of procurement information
from the acquisition stage to close-out. This includes resolutions of
outstanding issues noted in the acquisition and closeout processes.
    Initiates the Customs Exemption requests for goods through
the GSO/Shipping to allow for smooth and prompt customs clearances process of
incoming shipments. In the meantime, traces and/or follows-up with
Suppliers/USDA shipping details such as vessels/flight number, OB/L and AWB
number until confirmation of Actual Date of Arrival.
    Undertakes the Sales Tax Exemption requests for all types of
local procurements of goods and services.
    Coordinates with GSO/Shipping agents on customs clearances
and deliveries to the GSO/Warehouse Keeper until issuance of Receiving and
Inspection Reports.
    Files insurance claims against the shipping liner for any
pilferage, lost or damaged goods during shipment, and takes all necessary
actions until satisfaction.
    Initiates close-out actions based on final deliveries,
performance and payments of goods/services ordered. S/he works closely with
Financial Management Office (FMO) to ensure proper and timely close-out of all
procurement files.
    Assists the FM Office in their pipeline review of Operating
Expense procurements to finalize unliquidated obligations by reviewing, advising
or providing comments regarding the final closeouts and/or the need to carry
over the unliquidated obligations.

D. Other Relevant Duties

    The incumbent enters procurements in the electronic
procurement system, currently the Global Acquisition and Assistance System
(GLAAS). S/he tracks entries made by other offices to ensure processing
continues in a timely manner, and assists others to properly enter information
in GLAAS.
    The incumbent oversees the in-house automated procurement
system and processes requests, ensuring that they are processed efficiently and
properly to prevent funds control violations.
    The incumbent is responsible for filing procurement
documents, correspondence, scanning all procurement documentations into the
Agency Secure Image and Storage Tracking System (ASIST) in accordance with the
established filing procurement procedures. S/he is responsible for ensuring
that vital records are updated and providing the reports to the Correspondence
and Records Management Clerk.
    The incumbent keeps aware of market conditions, including
price and availability, of important commodities and services, and maintains
contacts with officials of local supplier firms to facilitate resolving
procurement problems. Prepares correspondence and reports relative to
procurement function.
    The incumbent is directly responsible for ensuring that the
equipment is properly maintained and has the authority and responsibility for
arranging service.

Executive Office Sub-Cashier:
15%

Petty Cash: Incumbent makes petty cash payments for micro-purchases within
emergency situations arising in the Mission. He/She is responsible for
maintaining accounting and control safeguards for all transactions for a petty
cash fund of TZS. In this capacity, incumbent prepares and submits cash
liquidation/replenishment vouchers to the Embassy’s Principal Class B Cashier,
in a timely manner to ensure the appropriate amount of cash is on–hand at all
times. S/he also collects, receives payments for personal use of official
vehicles, phones and fax and pays them to the Embassy’s cashier.

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.

Education: A completion of a four years Bachelor Degree in one of the following
fields: Business Management, Marketing, Accounting, Supply Management or any
other purchasing and procurement related field is required.

Prior Work Experience: Four years of progressively responsible experience in
procurement is required. At least one year experience in procurement with a US
Government (USG) or International organization is required.

Language Proficiency : Level IV in both English and Kiswahili (fluent) is
required. At Level IV, an employee is required to possess a high degree of
proficiency in both written and spoken and English, including the ability to
translate Kiswahili into precise and correct English, and English into
Kiswahili is required. On occasion, an employee at this level might be expected
to act as an impromptu interpreter is required.

Job Knowledge: The incumbent must have comprehensive knowledge of procurement
regulations including simplified acquisition and the commercial act,
procedures, instructions and contracting procedures and practices. Shipping
instructions and procedures are required. The incumbent must possess excellent
knowledge of the local market practices together with the capability and
reliability of local suppliers. The incumbent must understand local pricing
customs and a practice is required.

Skills and Abilities: The incumbent must demonstrate excellent negotiating
skills and ability to inspire confidence. The incumbent must demonstrate
excellent tact and diplomacy skills, interpersonal skills, and maintain
effective working relationship inside and outside the USAID/Tanzania Mission
and the State Department. The incumbent must demonstrate a high level of
accuracy, attention to details, punctuality, excellent multitasking skills,
time management and excellent ability to operate under pressure. The incumbent
must demonstrate excellent analytical skills needed to analyze options, select
best practices and perform tasks. The incumbent must be able to track budget
expenses, conduct market surveys, and demonstrate knowledge about manufacturing
methods and procedures. The incumbent must maintain good working relationships
with various vendors; have excellent customer service standards and operative
in a high functioning team. The incumbent must demonstrate a high level of
professionalism in attitude and appearance as s/he will represent the United
States Government when dealing and meeting with vendors and service providers.
The incumbent must have demonstrated excellent time management skills to ensure
total work objectives for section are attained. The incumbent must demonstrate
proficiency in the entire MS Office application suite (Work, Excel, Access,
Outlook and PowerPoint) is required.

SELECTION PROCESS

When fully qualified, US Citizen Eligible Family Members (USEFMs) and US
Veterans are given preference. Therefore, it is essential that the candidate
specifically address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

1. Management will consider nepotism/conflict of interest, budget, and
residency status in determining successful candidacy.

TO APPLY

Interested candidates for this position must submit the following for
consideration of the application:

Universal Application for Employment as a Locally Employed Staff or Family
Member (DS-174). A hard copy of the application form (DS-174) is also available
at the American Embassy, gate 3; or

A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of
the applicant’s work experience attached as a separate sheet; or

A current resume or curriculum vitae that provides the same information found
on the UAE (see section 3A below for more information); plus

Candidates who claim US Veterans preference must provide a copy of their Form
DD-214 with their application. Candidates who claim conditional US Veterans
preference must submit documentation confirming eligibility for a conditional
preference in hiring with their application.

Any other documentation (e.g., essays, certificates, awards) that addresses the
qualification requirements of the position as listed above.

If an applicant is submitting a resume or curriculum vitae, s/he must provide
the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.
    A. Position Title
    B. Position Grade
    C. Vacancy Announcement Number (if known)
    D. Dates Available for Work
    E. First, Middle, & Last Names as well as any other
names used
    F. Date and Place of Birth
    G. Current Address, Day, Evening, and Cell phone numbers
    H. U.S. Citizenship Status (Yes or No) & status of
permanent U.S. Resident (Yes or No; if yes, provide number)
    I. U.S. Social Security Number and/or Identification Number
    J. Eligibility to work in the country (Yes or No)
    K. Special Accommodations the Mission needs to provide
    L. If applying for position that includes driving a U.S.
Government vehicle, Driver’s License Class / Type
    M. Days available to work
    N. List any relatives or members of your household that work
for the U.S. Government (include their Name, Relationship, & Agency,
Position, Location)
    O. U.S. Eligible Family Member and Veterans Hiring
Preference
    P. Education
    Q. License, Skills, Training, Membership, & Recognition
    R. Language Skills
    S. Work Experience
    T. References

SUBMIT APPLICATION TO

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam

POINT OF CONTACT

Telephone: 229 4000 , Ext: 4137/4148/4233/4024
Fax: 2294971 or 2294970

The US Mission in Tanzania provides equal opportunity and fair and equitable
treatment in employment to all people without regard to race, color religion,
sex, national origin, age, disability, political affiliation, marital status,
or sexual orientation. The Department of State also strives to achieve equal
employment opportunity in all personnel operations through continuing diversity
enhancement programs.

The EEO complaint procedure is not available to individuals who believe they
have been denied equal opportunity based upon marital status or political
affiliation. Individuals with such complaints should avail themselves of the
appropriate grievance procedures, remedies for prohibited personnel practices,
and/or courts for relief.

Only the shortlisted Candidates will be contacted

CLOSING DATE OF THE POSITION: September 10, 2015