The Purchasing Manager (PM) will be responsibility for procurement in CRS Haiti. The PM will be responsible for building local staff capacity in PaP and Les Cayes offices, including the review of systems. S/he will supervise calls for bid, local purchase operations, and international procurement. Coordinate with administration, finance, and program units and sub offices to ensure that they order what they need in the appropriate quantities, quality and time, that they receive what they ordered in the correct quantities when needed and at the right cost. . Modify or overhaul systems that are not efficient. Create filing systems and manage the document trail in a transparent manner to avoid compliance shortfalls and audit findings. Supervise Haiti procurement team.

1. Encourage and positively reinforce open and continuous coordination and collaboration with all departments within CRS Haiti CP, to ensure the provision of goods and services of the highest quality in the most cost-effective and efficient manner.
2. Build staff capacity; provide training and coaching as necessary to CRS Procurement Office and partner staff.
3. Ensure compliance with existing country program systems to meet the needs of the emergency operation. Verify that all systems and operations comply with CRS/HQ, country program, regional and donor policies and procedures.
4. Ensure procurement filing systems as required in the HQ and CP Purchasing Policies and Procedures Manual.
5. Review Purchase Requisition Forms (PRFs) and Material Pick Lists (MPLs). Prepare online or Excel Requisition Forms (ERFs) for HQ. Review orders made by department managers and other parties to ensure budget availability, as well as quantity, quality and delivery requirements. Provide regular status reports on procurement to the departments.
6. Ensure that all vendors are vetted through Bridger Insights.
7. Develop efficient office supply requisition and ordering systems.
8. Develop relationships and maintain contact with local vendors.
9. Oversee calls for bid and contracting with suppliers. Acquire prices and pro-forma invoices for all purchases. Fully document all local purchasing activities.
10. Analyze PRFs, MPLs, online requisitions and ERFs, and purchase orders to determine:
a) that the description of the goods and / or services is accurate in every aspect, and that they are of the expected quality for the cost;
b) the method of pricing to be used (e.g., catalog, written or telephone inquiries, pro formas or other estimates);
c) that all required support documentation is attached;
d) that quantities are correct and expected delivery times are realistic;
e) the choice of supplier, taking into consideration available facilities, vendor dependability, quality, reputation and geographic location;
f) if local purchase approval is requested from Purchasing/HQ, that all required information is noted on ERFs and that support documents are submitted with the request;
g) the total price CIF, including all payment terms;
h) The best method of transporting the purchased item to final destination.
11. Ensure that all requests for quotations are clear and complete.
12. Prepare online requisitions and ERFs. When required, request approval of senior managers or regional staff. Place rush orders by telephone or fax, and follow up with written (or e-mail) confirmations.
13. Create procurement filing system as required under CRS and donor policies and procedures guidelines. Enter information into, and keep updated, purchasing and vendor databases.
14. In coordination with the Head of Purchasing and Transportation Manager, contract local transport companies for the delivery of relief supplies and commodities in an efficient and cost-effective manner.
15. Continuously evaluate and report on vendor performance.
16. Provide leadership and manage the performance of the assigned team’s development and performance plans; coach, mentor, and build the capacity of the team members; regularly evaluate the team member’s performance regularly.
17. Creates a team environment for long-term prioritization and planning.
18. Set a good example of self-care. Identify stress in team members and support constructive coping behaviors.
19. Coordinate with programming staff to develop a 3 month procurement plan for supplies and equipment that will be required immediately and over the longer term to meet program objectives.

1. Advanced Degree in Business, Financial Management, Accounting or related field strongly preferred or equivalent experience.
2. Three to five years experience in Procurement and Logistics field, with significant management experience.
3. Excellent knowledge and understanding of generally accepted procurement and asset accounting principles
4. Supervision experience
5. Proven planning and organizational abilities
6. Strong analytical and problem solving skills
7. Proven leadership skills
8. Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up
9. Self-starter with ability to operate efficiently and be successful under difficult conditions. Creativity and flexibility are paramount.
10. Fluent written and spoken and English. French and Creole highly preferred.
11. Solid working knowledge of computers and the following software: Windows, Outlook, MS Excel, MS Word; ability with MS Access desired

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates with the mention of P-PM-0511, before June 10th, 2011.

2011-06-10