PROJECT: Global Health Supply Chain Program– Procurement and Supply Management (GHSC-PSM) Haiti

Background: The Global Health Supply Chain Program – Procurement and Supply Management project is the primary vehicle through which USAID 1) procures and provides health commodities, 2) provides technical assistance to improve partner countries’ management of the supply chain, and 3) collaborates with key international stakeholders to support global health initiatives. The GHSC-PSM in Haiti office works under three of the project’s task orders (HIV/AIDS, Population and Reproductive Health, Maternal and Child Health) to provide commodities and supply chain technical assistance to the Haitian Ministry of Health.

Position Purpose:

The Contracts and Procurement Manager will be responsible for the management of project procurements, subcontracts, and service agreements from the competition for the services/goods, implementation of the contract/purchase order, and administrative closure of the files in compliance with Chemonics and USAID rules and regulations. The Contracts and Procurement Manager will supervise a team of four (4) people and ensure that procurements and contracts are conducted compliantly and in a timely manner.
Tasks:

Specific tasks to be completed under this SOW are as follows:

Procurement

• Review solicitation documents (RFQ/RFP) to conduct full and open competition for the procurement of non-health commodities and/or services in compliance with Chemonics and USAID rules and regulations.
• Ensure transparent and bias-free procurement processes ensuring “no conflict of interest” for all service agreements and subcontracts.
• Oversee the evaluation of offers and selection of vendors and service providers in compliance with Chemonics and USAID rules and regulations.
• Write and review negotiation memos, selection memos, and any justification documentation required for procurements in compliance with Chemonics and USAID rules and regulations.
• Review purchase orders for project procurements for compliance with Chemonics’ procurement policies.
• Follow up with vendors and service providers for submission of invoices, verify deliverables, and review and process payment requests for project procurements.
• Maintain accurate and complete procurement files on SharePoint.


Contracts

• Prepare subcontracts, service agreements, and contract/agreement modifications.
• Draft and review negotiation memos and any justification documentation required for subcontracts and service agreements in compliance with Chemonics and USAID rules and regulations.
• Serve as the main point of contact for subcontractors and service providers.
• Ensure service providers and subcontractors are properly managed so that services are provided in a timely manner and payments are made in compliance with the terms and conditions of the contracts.
• Maintain service agreement and subcontract files in accordance with Chemonics and USAID rules and regulations.
• Verify deliverables and process payment requests for all service agreements and subcontracts.

Other responsibilities

• Negotiate terms, pricing, etc. with vendors, service providers, and subcontractors to ensure best value to the project.
• Manage relationships with vendors, service providers and subcontractors.
• Support technical staff benefiting from the services of subcontracts, service agreements and procurements to understand the terms and conditions associated with the services being provided through the contracting mechanism.
• Work to resolve issues that arise with vendors and/or subcontractors.
• Maintain and update project subcontracts and procurement trackers.
• Supervise a team of four people.
• Train and guide supervisees on relevant processes, procedures, rules, and regulations.
• Work in close collaboration with the general services team, accounting team, distribution team, and warehousing team to manage subcontracts and procurements.
• Liaise with the Washington, D.C. office (e.g., PMU, Compliance, Risk) to review subcontracts or procurements, as needed.
• Other tasks as assigned by the Director of Operations.

• Equivalent of associate or bachelor’s degree in business administration or related field. Equivalent work experience may be accepted in lieu of a degree.
• Minimum of 4 years of professional relevant work experience.
• Minimum of 1 year of experience supervising staff.
• Experience working on USAID-funded projects or other international donors preferred.
• Proven experience managing commodity and service procurements and subcontracts on USAID-funded projects preferred.
• Capacity to communicate diplomatically with vendors, service providers and subcontractors.
• Demonstrated ability and willingness to take initiative and be flexible in terms of changing priorities and deadlines.
• Ability to work independently with minimal supervision, prioritize work assignments, meet deadlines, and exercise professional judgment.
• Fluency in French and Haitian Creole is required. Professional proficiency in English preferred.

• The Contracts and Procurement Manager will report directly to the Director of Operations
• Chemonics may amend the SOW for this assignment in consultation with the employee.

CV, Cover letter, Copies of Diplomas / Certificates

Duration of Assignment

This is a long-term position for the life of the contract based in Port-au-Prince, Haiti.

2023-10-06