Job Detail

MAIN PURPOSE OF JOB:

The role of the Procurement Specialist is to collaborate with the provincial team under the technical guidance of the Kabul Provincial Procurement Officer, to manage all purchases for the provincial office by following the MSH policy and procedures a staff by performing procurement specialist work activities and supporting G&P Department personnel to maintain a transparent, effective and efficient procurement process for all procurement activities in support of the team.

General Responsibilities:

• Receives approved Purchase Requisitions (PR) for procurement of goods and services
• Update PR  on procurement tracker
• Become thoroughly familiar with detailed MSH procurement systems and procedures for the management of procurement.
• Collaborate with the Operations Officer and Kabul procurement department to complete the required procurement process to achieve the needed materials requested in PRs, keeping the provincial team informed.
• Prepare RFQs, collect quotations, collect documentation, prepare selection memos and analysis and recommend selected vendor, working with Kabul team for review of each step and guidance.
• Send PO to vendors.
• Do vendor site visits, prepare all documentation according to the checklist.
• Prepare all backup documentation for the preparation of invoices for payment.
• Submit all documentation electronically to Kabul office.
• Communicate with vendors so that they are aware of and accept payment terms, open bank accounts, keep registrations update, understand tax liabilities, and are encouraged to comply with local regulations.
• Assist to file, copy, scan, purchase orders and other compliance related documents, ensuring that all documents are in filed in the hard binder files and the electronic file folders in compliance with MSH policies and procedures, and USAID rules and regulations, including Federal Acquisition Regulations (FAR) requirements and ADS 303.
• Prepare the procurement package and submit to Kabul Provincial Procurement Officer for review and further process.
• Assist to document all communications with vendors to include but not limited to email communication and responses, telephone calls and in person meetings as directed by G&P personnel and the Innovation/Grants/ procurement Manager.
• Ensure that Procurement files are up to date include maintaining the Grants/Procurement folder on the share drive regularly updates the supervisor of all partial collection of the procured goods.
• Report to Kabul team of any influence or collaboration of any staff with vendors immediately.
• Also performs other duties as requested by supervisor.