EMPLOYMENT OPPORTUNITY - Procurement Agent

EMPLOYMENT OPPORTUNITY Procurement Agent

Closing Date of The Position: December 17, 2012

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking for an individual for the position of Procurement Agent in the General Service Section.

BASIC FUNCTION OF POSITION

As part of the Procurement Team, incumbent will be responsible for all acquisition and assistance requirements for the Department of State - Dar es Salaam, using ICASS expenses and Agencies funding.

MAJOR DUTIES AND RESPONSIBILITIES

10%

Responsible for the preparation of purchase orders and requisitions to the GSA and from Federal Supply Schedule, and reviews procurement requests for completeness, accuracy, and the presence of necessary technical specifications. Determines appropriate procurement methods and locates prospective suppliers solicits bids first by telephone and emails then in writing for high value and difficult local Procurements.

10%

Ensures competition is sought for all procurements. Provides for procurement of items that are primarily of a technical nature including offshore purchase order actions. These technical items include automobiles, trucks, appliances, copiers and fax machines, ADP equipment and spares for the above items.

10%

Responsible for preparation of off-shore purchase orders to private vendors and documents the file as to non-availability from Government source of Federal Supply Service contracts. Reviews Catalogs and other sources of information to locate the most favorable prices. Documents files to establish competition. Preparation of more complex and larger purchasing as well. Assures that all prevailing documents are distributed to venders, USDA, shippers & carriers, by letter, email, memo, fax or telephone, to insure prompt delivery of goods and services. Maintain record of all acquisition documents (purchase orders, contracts, etc).

20%

Responsible for procurement of vehicles, spare-parts, lubricants, tires, all motor-vehicle consumables, repair of vehicles and insurance for vehicles.

25%

Responsible for procurement of local office supplies and equipments, Facility Maintenance (FM) maintenance supplies (electrical, plumbing, carpentry, general hardware and building materials), printing services, maintenance of all USAID Photocopy machines and newspaper adverts for USAID/T, Department of State and CDC, as well as house renovations and rehabilitations of USAID/T and Department of State and garbage collection of all houses under US Embassy.

20%

Responsible for Internet Service provision to Department of State, USAID/T and CDC by tendering, soliciting, negotiating, select vendor and issue purchase order.

Upon receipt of invoices from vendors, based on receiving and Inspection Report, or notification of receipt by U.S. Dispatch Agents; review and substantiate with a copy of the original purchase order, then forward invoices to Budget and Fiscal section for payment process accordingly. Maintain record (log) of paid invoices.

10%

Responsible to clarify, analyze and approve all petty cash purchase requests prior to final approval by General Service Officer.

QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education: Completion of secondary school (form VI) required. Two years of college studies is required.

2. Prior experience: At least three years of responsible procurement experience is required.

3. Language proficiency: Level IV (Fluent) in English and Kiswahili ability is required in speaking, reading and writing.

4. Knowledge: Detailed knowledge of Agency and USG procurement regulations, instruction & procedures for supply sources for local and off-shore procurement; U.S. Federal specifications and standards, simplified acquisition procedures and, contract administration, contracting, contract negotiation. Should have a good working knowledge of local suppliers and product availabilities to be able to assess reliability and capability of contractors/suppliers, and prices.

5. Skills and Abilities: Must possess skills to organize and operate the procurement functions in a effective manner and to be able to withstand the scrutiny of an audit. Ability to respond to or draft correspondence is English, is essential. Must be able to deal effectively with subordinates, colleagues, supervisors, suppliers and contractors; utilizing tack and diplomacy. A high degree of integrity and honesty is essential and required. Ability to type and use a calculator, and possess negotiating skills in dealing with vendors and suppliers.

SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or

2. A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or

3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus

4. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.

3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.

A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
P. Education
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
T. References

SUBMIT APPLICATION TO

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam

POINT OF CONTACT

Telephone: 2294000, Ext: 4137/4148/4233/4024
Fax: 2294726 or 2294970

The US Mission in Tanzania provides equal 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 Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

Only shortlisted candidates will be contacted

CLOSING DATE OF THE POSITION: December 17, 2012