Job Title: Procurement Agent
Organisation: United States Agency for International Development (USAID) Uganda
Duty Station: Kampala, Uganda
Salary: UGX 118,018,022 –173,277,435 per annum
Solicitation Number: 72061723R10011
About US Embassy:
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Among the offices operating under the U.S Mission to Uganda are:
- United States Agency for International Development (USAID)
- Centers for Disease Control (CDC)
- Peace Corps
Job Summary: The Procurement Agent is a senior level acquisition staff member within the Executive Office (EXO). Specifically, the Procurement Agent serves as the chief negotiator providing technical and professional procurement support services to USAID/Uganda; is responsible for planning and procurement of commodities and services by contract/purchase order action, as well as contract negotiation; is also responsible all matters pertaining to procurement under the International Cooperative Administrative Support Services (ICASS) and the Simplified Acquisition Procedures (SAP). The Procurement Agent is responsible for negotiating complex agreements, which utilize multiple program, operating expense, and funding sources; is instrumental in arranging logistics for training, workshops, and meeting events; is responsible for the Procurement Plan in EXO and works closely with the supervisor to play an important role in managing the Mission’s Operational Expenses (OE) budget. The Procurement Agent advises supervisors and managers on procurement planning and budgeting issues and serves as the main point of contact with STATE/ICASS Procurement Office on all USAID procurements performed through ICASS.
The Procurement Agent supervises the Records and Correspondence Management Clerk in her/his day-to-day activities and reports to the Deputy EXO.
The USAID/Uganda EXO Office has four (4) customer service divisions namely – the EXO/Information Services Division; the EXO/Records Management; the EXO/Procurement and Travel and EXO/Human Resources. The Procurement Agent contributes to these four (4) services divisions by: 1) applying technical expertise to strategic planning; 2) contributing to and collaborating with other USAID/Uganda offices and teams to ensure they achieve their set objectives; 3) cultivating and maintaining effective relationships between EXO and the ICAAS services provider.
Key Duties and Responsibilities:
EXO Procurement and Administrative Duties- 65 percent
- Develop an annual procurement plan for the EXO office, procures the necessary EXO products and services using the USAID/Uganda designated systems/online platforms and provides logistical support for special events, including partner meetings, training sessions and other external meetings. Provide logistics support during events held both at the Mission and off-site. Collaborate with the Office of Acquisition and Assistance (OAA) and the Office of Financial Management (OFM) to routinely review procurement requests from other offices and provides procurement support on procurements under the SAP threshold.
- Review requests for the procurement of products/services and selects the appropriate type of procurement instrument for any given situation and accurately apply U.S. Government procurement laws, regulations, policies, and procedures that govern each type of instrument. As needed, assist staff in the preparation of clear and concise statements of work and supporting documentation.
- Coordinate with OFM to create vendor codes for new and existing vendors to maintain updated records for contracts and payments.
- Participate as a key USAID representative to the ICASS Post Working Group. Coordinate with the Embassy Management Office and General Services Office to oversee the overall direction and provision of general services functions to USAID operations. These services include but are not limited to: development of standards for issuing and controlling USAID personal property, the provision of repairs and maintenance of equipment, and maintenance procurement of certain administrative supplies.
- Maintain status reports on all USAID procured nonexpendable property (NXP).
- Ensure that annual budget for NXP is used in accordance with established ordering plans and that goods are procured as budgeted and on schedule; review receiving and inspection reports; ensure that disposal reports are prepared on time; participate in the preparation of submission of inventory reports; and ensure that office inventory records are kept up to date with the latest property transactions.
- Analyze mission management requirements and develop administrative and technical support budgets while working closely with the USAID/Uganda Controller. Review ICASS budget expenditures, ensuring prompt obligation of funding needed.
- Evaluates organization and the provisions of ICASS services to ensure quality service is received by USAID at all times.
- Monitor and analyze performance as required by the terms and conditions of the award, including costs, quality, adherence to delivery schedules, and other pertinent issues. Arrange for meetings with vendors as needed.
- Guide and assist in the development, evaluation and improvement of administrative management support systems and services, identify, and anticipate problems, resolve administrative, operational and/or emergency support problems and ensure operational effectiveness.
- Prepare contract, procurement documentation in accordance with procurement and Agency regulations using GLAAS software and if required, other contracting instruments.
- Receive orders, check for complete or partial order, for conformity with contract specifications and provide to the requesting office; ensure the shipping and receiving unit issues Receiving and Inspection Reports (RIR) accurately and timely.
- Check bills/invoices submitted by vendors to ensure that all terms and conditions of the contract are met before payment.
- Inform the Executive Officer of issues that may arise during contract performance, including changes, work stoppages, disputes, implementation problems, default, cost overruns, unacceptable performance. and payment problems.
- Conduct closeout of contracts after completion. This includes checking if all contractual actions are satisfied and if there are pending administrative actions or open audit findings; if all documents are signed and the contract file is complete; if there are litigation actions pending; and if performance documentation is complete.
- De-obligate unused funds by creating REQM and Purchase Order modification in GLAAS.
- Update the procurement plan.
- Report all procurement related documents to Enterprise Reporting Portal.
- Report in ASIST for all procurement actions and related documents.
- Conduct and manage annual inventory for the Mission.
- In conjunction with ICASS review all final bids considering price, bidder’s capabilities, reputation, and similar factors, prepare the negotiation memorandum (including summary analysis and recommendation) for the Executive Officer’s approval.
Procurement Administration – 15 percent
- Provide support and guidance as needed for Mission events, USAID staff retreats and conferences in coordination with the requesting offices.
- Prepare quarterly 1311 and Accruals report in coordination with OFM.
- Works closely with the facilities section to provide support in the maintenance of USAID facilities, fixtures, and equipment at the office, as well as at the USAID official residences.
Training /Technical Assistance and Supervision – 10 percent
- Provides input into the development of training and technical assistance for EXO procurement customers and new employees.
- Remain up to date on the latest contracting requirements and protocols. Complete on-line and live contract and related training certifications for contracting professionals including the annual ethics, simplified acquisition.
- Serve as Subject Matter Expert on the USAID and Mission-wide procurement systems. Ensure that USAID Mission staff understand how to work; and assist requestors in resolving substantive and technical problems using the GLAAS and ARIBA procurement systems.
- Advise and train Mission Personnel on proper procurement requests.
- Mentor requesters on how to de-commit unused funds from REQs in GLAAS.
- Provide formal and informal training to requesters on GLAAS to enable them to submit requisitions properly.
- Develop and maintain guidance documentation on procurement processes, including use of Representation Funds, and OE and Program funds for entertainment purposes.
- Maintain a FAC-C Level 1 Certification while conducting all procurement related activities.
Supervision 10 percent
- Supervise the Records and Correspondence Management Clerk in day-to-day activities.
- Provide guidance and information to prepare Purchase Orders in GLAAS and outside of GLAAS.
- Train and mentor to enhance skills to work with minimum supervision.
- Review work and provide feedback as needed and conduct regular check-ins and monitor performance for continuous improvement.
- Establish work objectives; evaluate performance at the mid-cycle time and annually.
- Find effective and essential training programs to include in the Records and Correspondence Management Clerk’s Individual Development Plan.
Qualifications, Skills and Experience:
- The applicant for the USAID Uganda Procurement Agent job must hold a Bachelor’s degree from a recognized university in Business, Procurement/Supply Chain, Marketing, Business Administration, or a closely related field is required.
- At least five years of progressively responsible experience in a large international organization or other progressively responsible professional administrative operations management experience involving a variety of management support operations is required.
- Demonstrated advanced knowledge of host government and US Government procurement regulations (FAR), instructions, and procedures; and local and international markets, pricing, availability, capacity, and best practices, thus allowing the Agent to complete complex procurement actions and provide expert advice on procurement options and procedures.
- Good working knowledge of Small Business set-aside rules, GSA Catalogue, and mandatory sources.
- Demonstrated knowledge of Contracting Officer roles and the regulations that govern those roles.
- Demonstrated leadership experience with the ability to effectively liaise with staff, management, local and international vendors, and other U.S. Government agencies to build trust and cooperation.
- Ability to negotiate effectively with assertiveness, tactfulness, and respect.
- Excellent planning and organization skills, and the ability to work under pressure to accomplish competing priorities within a strict timeline.
- Ability to handle procurement sensitive and complex matters in a highly professional manner, provide sound acquisition policy advice, and routinely identify, analyze, and solve problems effectively.
- Ability to work with minimal supervision.
- Language Proficiency: Level IV ability (proficiency) written and oral communication skills in English Language is required.
How to Apply:
Eligible Offerors are required to complete and submit (Requirements (i) – (v) below are critical for compliance of the offer. Therefore, candidates MUST pay due attention to these):
- A complete DS-174 Employment Application for Locally Employed Staff or Family Member (eforms.state.gov/Forms/ds174.pdf; [click at this link for latest version]. Offerors are required to complete sections 1 through 6 (use additional pages, if needed).
- Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
- Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:
- Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
- Specific duties performed that fully detail the level and complexity of the work.
- Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards, or accomplishments.
- Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
- Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation
- Copies of Academic Transcripts
- Offers should be in Adobe Acrobat (.pdf). No other file types will be accepted. All documents should be scanned into one (1) document (one (1) ATTACHMENT) which should not exceed 10MB.
Documents should be arranged and scanned in this order:
- Cover Letter
- Complete Curriculum vitae/resume
- Supplemental documents
- Academic Transcripts
- (vi) Submitted offers and documents become the property of USAID and will not be returned.
Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I at email@example.com Incomplete or late applications will not be considered.
All qualified Offerors will be considered regardless of age, race, color, sex, creed, national or tribal origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization or other non-merit factor.
Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
For this position, the subject line of the email MUST read:
SOL NUMBER TITLE OF POSITION, LAST, FIRST CANDIDATE NAME – Ex: 72061723R10011 Procurement Agent, Smith, Jose
Deadline: 1st May 2023