Reference No.: AID-15-13
Position/SalaryRange: Procurement Agent;FSN-8
Additional benefits include allowances for Housing, Transportation,
Meals, Family, and Miscellaneous; 13th and 14th month bonuses;
annual and sick leave and medical coverage
Open To: All DRC citizens
Location: USAID/Democratic Republic of Congo
Kinshasa, DRC
Opening: April21, 2015
Closing: May 13, 2015
WorkHours: Full-Time; 40 hours/week
USAID/Democratic Republic of the Congo (DRC),an equal opportunityemployer, seeks applicants for the above position.
Completion of ahigh school degree with some college anda good working knowledge of English (Level III) and fluency in French (Level IV) both in oral and written communication is a requirement for this position.
Basic Function of Position:
The incumbent serves as a full-time Procurement Agent in the Executive Office of USAID/Democratic Republic of the Congo (DRC) and performs independently a wide range of pre-and post-award procurement functions to meet Mission acquisition needs. The incumbent is responsible for the implementation and monitoring of offshore and local procurements within the contracting authority of the Executive Officer for the provision of the physical resources, goods and services necessary in direct support of Mission-Program operations.This includes commodity procurement planning, negotiation of contracts, accountability, insurance/delivery, end-use verifications, claims for loss or shortage, contract reporting and close out. Serves as the main point of contact with ICASS Procurement Office on all USAID procurements performed through ICASS.
Major Duties and Responsibilities:
Oversees all procurement actions undertaken in the Executive Office
A. Pre-Awards
Under the supervision of the Executive Officer (EXO) and in coordination with the Office of Financial Management (OFM), compiles and maintains annual Operating expenses (OE) budget.
Reviews commodity/service procurement requests for completeness and preciseness to permit maximum price competition.
Recommends most advantageous procurement methods in terms of reliability, cost and lead time for particular commoditiesor services; initiates formal/informal advertisements through requests for quotation, invitation for bid or, consults catalogs, source lists or vendor websites to determine best price.
In cases when procurement is to be performed through the ICASS Procurement Office, initiates ILMS/ARIBA procurement requests and serves as single point of contact between Executive Office and ICASS Procurement Office.
Reviews bids and prepares a summary analysis (abstract of quotations), recommends 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.
When procuring conference or training facilities/services, conducts site visits to examine facilities and carry out negotiations.
Establishes and maintains comprehensive paper and electronic contract files of all procurement actions, including the contract files for all USPSC/TCNPSC contracts.
B. Awards
Prepares purchase orders, transmits the orders to the Financial Management Office for funding citation, drafts a Memorandum of Negotiation, and submits orders and Neg. Memo to the Executive Officer for signature.
Makes micro-purchases using Mission GSA purchase card (SmartPay) in compliance with all applicable Federal and USAID agency prohibitions, controls, limitations, and approval requirements.
Makes petty cash purchase for micro-purchases within emergency situations arising in the Mission.
Modifies purchase orders using procedures for other than full and open competitionto reflect accurate description of items/scope of work, delivery date/performance period method of shipment, price increase or decrease etc.
Directs final orders to both suppliers &USDA then, requests prompt acknowledgement of receipt which will constitute the official binding agreement between AID and Suppliers/Contractors and follows-up until confirmation of receipt.
In case of locally procured conference or training services, performs on-the-spot assessments of services to ensure they conform to the contract requirements, and resolves problems during the events.
C. Post-Awards
Monitors the procurement process through an automated tracking system 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.
Assists the FM Office in each quarterlyreview of Operating Expense and ICASS Working Capital unliquidated obligations by reviewing, advising or providing comments regarding the final closeouts and/or the need to carry over the unliquidated obligations.
Provides support to Human Resource Specialist on procurement-related personnel actions
Serves as buyer for GLAAS actions on US and Third Country National Personal Services Contracts (USPSC/TCNPSC);
Drafts negotiation memos for all USPSC/TCNPSC contract actions;
Maintains USPSC/TCNPSC paper and electronic contract files.
D. Other duties as assigned.
Required Qualifications at the Full Performance Level:
Education:
Secondary degree with some college.
Prior Work Experience:
At least three years of experience in procurement or contracting for an international or governmental organization.
Language Proficiency:
Good working knowledge and commercial English. Level III in English is required. Level IV is desirable. Fluent French Level IV is required.
Knowledge:
Thorough knowledge of basic procurement regulations.
Evaluation Criteria andWeights:
1. Education/Weighted 20% based on initial application review;
2. English Language Skills/Weighted 15% based on application review, written assessment and interview;
3. Prior Work Experience/Weighted 20% based on application review and interview;
4. Knowledge/Weighted 25% based on written assessment and interview; and
5. Skills and Abilities/Weighted 20% based on written assessment and interview.
How the selection will be made:
The successful candidatewill be selected based upon
1. A preliminary review of the applicant’s submitted package to establish that minimum educational and English writing fluency requirements are met.
2. Tests to include an Englishwriting skills test,a Microsoft Office proficiency test that might includeany of the following:Word,Excel, PowerPoint; and any technical skill test that might be deemedappropriate.
3. A personal ortelephone interview.
4. Reference checks.
USAID/DRC’s Technical Evaluation Committee (TEC) and Human Resources Section will performthe preliminary review (Step 1 above) toeliminate those applicationsthat do not meet the minimum educational and written Englishlanguage requirements.
The TEC will review eachofthe applications which meet the minimum qualifications against theestablished evaluation criteriato develop a shortlist of applicants tobetested and possiblyinterviewed.Applicants will be contacted for testing (Step 2) and interviews.Based on theresults ofthe tests, however, an applicant otherwise identifiedfor interviewcould bedroppedfrom the interviewlist.
Following the interview (Step 3) during which the applicant will beevaluated against theestablished criteria,the TEC will make apreliminary determinationof candidates to beconsidered for employment and forward thatlist to HR.HR will conduct and document thereference checks (Step 4)prior to advising theTEC of the results of these checks.Pleasenote that references maybe solicitedfrom current aswell asformer supervisors inadditiontothe referencesyouprovide in your application package.
References will onlybe solicited for those interviewed applicants who are being considered for ranking.
Based on this final input, the TEC will make its final decision on whichcandidates to rank order,prepare aSelection Memofor reviewand approvalbythe Contracting Officer, after which anofferof employment willbemadetothe successfulcandidate, and unsuccessful candidates whowere interviewedwillbe contacted andadvised oftheir non-selection.
As positive medical andsecurity clearances are a condition of employment, the selectedcandidatewillundergo stringent investigation prior to employment with USAID/DRC.
USAID/DRC reserves the right to hire an applicantwhodoes notmeet the required experience levelat a trainee level.However, an applicantwhodoes not meetthe minimum educationalrequirements cannot behiredat either a trainee orfull performance level.
Compensation:
ThepositionwillbecompensatedinaccordancewiththeU.S. Embassy’s LocalCompensationPlan(LCP).Thesuccessfulcandidate’ssalarylevelwillbebasedonpriorjob-related experience andsalary history.
To Apply:
ONLY applicantswho meet the minimum educational and good working knowledge of English requirements as stated in the solicitation documentwill be considered.Interested applicantswhodonotmeet these requirementsare encouraged NOT toapplysincethese applicationswill not be considered.
A complete application package consists of the following:
1. Application for U.S. Federal Employment, DS-174 – Job Application Form.The form can be found in the US embassy website (http://kinshasa.usembassy.gov/opportunities/jobs.html)
2. A cover letter demonstrating how prior experience and/or training address the minimum qualifications and selection criteria,
3. A current resume or curriculum vitae (CV), and
4. Names and contact numbers of three professional references.
Ensure that all communications (including yourCoverLetter) include the Announcement Reference Number (AID-15-13) andtheTitleofthePosition(s)forwhichyouare applying (Procurement Agent).
Submit the complete application package via email, to [email protected]
Failure to complywiththese instructionsmayresult inyour application being considered “nonresponsive”and eliminated from further consideration.
Pointof Contact:
Sandra Kiyanga: [email protected]
Onlyshort-listed candidateswillbe acknowledged.
DEFINITION:
Foreign Service National (FSN): A host country national employed at a U.S. Mission abroad, who is not a U.S. citizen, nor a family member of a direct-hire Foreign, Civil, or uniformed service member under Chief of Mission authority.
Closing dateforthis position:May 13, 2015.
The U.S. Mission in the Democratic Republic of the Congo provides 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 United States Agency for International Development (USAID) also strives to ensure equal employment opportunity in all personnel operations. Women and members of minority groups are encouraged to apply.
