Management Sciences for Health Recruitment for Regional Senior Procurement Officer

Management Sciences for Health is Recruiting for Regional Senior Procurement Officer at Abuja, Nigeria.

Application Due Date: 2019-07-27

Under the overall direction of the Corporate Procurement Manager based in MSH Head Office Medford USA, the MSH Senior Procurement Specialist, based in Abuja Nigeria and part of the MSH Regional Management Unit, is responsible for overseeing the purchases of goods and commercial services in MSH Field Offices in accordance with Donor (USAID, Global Fund etc) regulations and MSH policies through competitive solicitations. The Senior Procurement Specialist is aware of, adheres to, and educates staff on the MSH Code of Business Ethics and Conduct, donor regulations and MSH Standard Operating Procedures in all activities. The Senior Procurement Specialist is responsible for managing the design and configuration of the purchase to pay system, QBO, for MSH in a portfolio of countries determined by the supervisor.

Responsible for the overall procurement activities assigned field offices (to be assigned by the supervisor) in conformity with MSH procedures. He/she will oversee and manage the end to end procurement process (pre-qualification of vendors, RFQs, PO, procurement committees) for each country supported. He/she will train, functionally manage, and work closely with the procurement specialist, officers and assistants based in country offices to support vendor selection consolidation and ensure concerns and issues are reported up for action. This position will ensure segregation in procurement processes, will work closely with HQ procurement staff. This position should preferably be bilingual (English and French).

Specific Responsibilities

Applying access to Countries financial management system and shared drives, the Regional Senior Procurement Specialist will work with Country procurement staff in countries under his/her portfolio are in compliance with MSH procurement policies and procedures as well as comply fully with donor regulations; Specifically will ensure;

Purchase Requests and purchasing documentation, status of procurement actions are complete and inline with procedures. The Specialist will provide timely on-going feedback to project and office staff on any exceptions and actions to correct these forward. The Specialist will continue tracking throughout the process, up to and including delivery of goods to final destination.

Ensure enforcement of the application of Request for Quotations (RFQs) and complete terms and conditions,  RFQs to vendors ensuring quality in specification documentation, ensure robust documentation on reception of quotes/proposals, analysis of quotes/proposals, selection of vendors, accurate purchase orders/commercial contracts, and ensure written prior approval is received from the donor when required prior to making a purchase.

The Specialist will review/spot check quality of vendor past performance reference documentation.
The Specialist will enforce 100% regular Clearance Verifications performed against all vendors of goods and services in all countries.
Where necessary Coordinate and participate in high volume Procurement Committee meetings in countries offices.

Liaise with Headquarters OST Supply Chain Team for all Purchase Requests that contain restricted or ineligible goods or commercial services
Contribute to designing a robust plan for the implementation of vendor pre-qualification process for goods and commercial services identified and participate where possible in company visits to validate vendors’  technical and operational resources Develop the Purchase Orders and Commercial Contracts and submit them for validation;

Develop good relationships with global suppliers and service providers in line with Corporate Procurement guidance and in the interest of MSH by respecting MSH's ethics and anti-kick back charter.

Oversee the procurement of  goods and commercial services for the activities and operations of the assigned home office and supported international offices in accordance with applicable MSh and donor regulations..

Provide procurement support to a portfolio of countries across MSH (to be determined by the supervisor) in conformity with MSH procedures.

Participate in end to end procurement process (pre-qualification of vendors, RFQs, PO, procurement committees) for each country directly supported

Administer the procurement system in those countries directly supported
Train, functionally manage, and work closely with the Procurement Specialist, Officers and Assistants based in each MSH office to support vendor selection consolidation and ensure concerns and issues are reported up for action.

Ensure segregation of duties in procurement processes
Support Country Start-ups and Close outs
Monitoring of Delegated Procurement Functions: Oversee and management of the monitoring program for delegated procurement functions.

Conduct Country Assessments of the Capacity/quality of the procurement teams in countries. Ensuring procurement staff are in equipped and knowledgeable of key SOPs (Standard Procedures) in MSH ie. Obtaining outside goods & services; procurement of goods & commercial services outside the US; Donor Approval for the procurement of Equipment; Clearing individuals & Entities from Applicable donor watch lists policy.

Perform monthly spot checks of the QBO (Quickbooks online) procurement module across different companies to ensure countries comply with completeness of documentation and clear audit trail respected in line with set procurement checklists and key performance indicators.

Support country internal and external audits. Ensure country teams embed audit readiness in their daily. i.e. Attaching documentation on QBO and shared drives accurately and timely.
Prepare monthly regional exception progress report i.e. open purchase orders, unpaid bills, vendor qualifications, fraud risk.

Qualifications and Experience

A minimum of 4-6 years of experience with a university degree
Detail oriented. Good organizational skills and ability to work under pressure.
Demonstrated experience in procurement and purchasing systems in the federal procurement arena preferred.
High level of familiarity with USAID and federal procurement regulations preferred.
Good computer skills including word processing and spreadsheet applications.
Good writing and communications skills

Negotiation skills

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