South Sudan: Procurement Manager

AECOM International Development was recently awarded a contract to implement the South Sudan Viable Support to Transition and Stability (VISTAS) program for the USAID Office of Transition and Conflict Mitigation (OTCM). The VISTAS program designs and implements activities with local partners through an in-kind grant mechanism to enhance peace and stability in strategically selected areas where localized conflict can quickly escalate into destabilizing violence. Additionally, VISTAS aims to support South Sudan’s transition to early recovery and establish a strong foundation for sustainable development. In support of these goals, the program will promote the emergence of responsive, effective and inclusive civil authorities; support inter-ethnic engagement in peace processes and dialogue with civil authorities; build the capacity of local government and vulnerable communities to engage in productive socio-economic activities; and support emerging political processes at the national, state, and local level.

Role

The Procurement Manager is responsible for managing fast-paced procurement processes, supporting activities in some of the most remote areas of South Sudan. Specifically s/he will lead the development of an effective procurement plan, supervise and/or implement the necessary procurement processes to ensure the purchase and delivery of supplies and equipment and subcontracts for the program and for hundreds of in-kind grants. Other duties include setting up and implementing an effective procurement and supplies management information system for monitoring and tracking costs of materials, goods and services in order to control expenditure and ensuring efficient use of the organizational resources. Job responsibilities may include tasks needed to set up and maintain program operations and frequently involve close coordination with partners and/or grantees to accomplish program objectives.

Responsibilities:

Management and Implementation

• Prepare strategic procurement plans and support the budgeting process by outlining key procurement activities to be undertaken, the projected cost, as well as expected outcomes
• Identify requirements and establish and maintain all procurement infrastructures for administration, operations and programming (in kind grant implementation)
• Identify and analyze procurement requirements, including customs clearance, importation and delivery to South Sudan as well as to final destination
• Develop and implement flexible and responsive supply chain management system for monitoring and tracking costs as well as maintaining up-to-date inventory of goods purchased

Budget development

• Provide reliable pricing information (local, regional and international sources) and establish funding requirements for goods and services to be procured and delivered

Procurement

• Ensure all approved purchase requisitions are processed in timely manner and recommend the most appropriate method of procurement
• Confer with vendors and suppliers (local, regional and international sources) to obtain product or service information such as price, availability and delivery schedule. Also obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers
• Develop detailed tender specifications and performance standards with the Program and Operations teams to facilitate procurement of equipment, goods and services in strict compliance with the approved policy as well as the relevant donor requirements
• Organize procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
• Prepare purchase orders, obtaining authorized signatures and forwarding procurement documents to the Finance Department for payment processing
• Follow up with suppliers and vendors to track and evaluate the delivery of approved supplies.
• Ensure that the program is requesting and receiving customs exemptions for international procurements in a timely and efficient manger
• Explore and implement innovative ways to respond to grantee procurement needs for in-kind grants (e.g., blanket purchase orders, use of local markets, decentralized procurement staff, and project procurement packages),
• Ensure that procurements include delivery (to the grantee), inspection, sufficient field demonstrations, training on use of the commodity, warrantee/maintenance agreements, titling, and monitoring of its use in coordination with the Program team
• Ensure all procurement for use under in-kind grants must comply with the requirements of FAR Part 52.244-2
• Ensure that appropriate measures are in place to prevent and/or detect any incidents of fraud, collusion, or corruption in procurement practices

Coordination

• Ensure efficient coordination with grantees, partners, local authorities, UN/INGOs as relevant
• Manage coordination of customs clearance for international procurements with internal staff and relevant subcontractors and vendors

Human Resources and Administration

• Oversee orientation and training of all procurement staff as required
• Hire and supervise all procurement staff
• Produce performance appraisals for procurement staff as required.
• Other duties as assigned

Minimum Requirements:

People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff

• Able to work with conflict affected communities in a sensitive and participatory manner
• High level of curiosity and initiative: South Sudan is a unique environment requiring unique and innovative solutions. Likewise it is a dynamic environment with new appropriate technology and market options constantly emerging; a successful candidate will have an intrinsic desire to stay on top of emerging developments.
• Communication Skills: Well developed written and oral English communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of the organization. This includes effective negotiation and representation skills
• Integrity: Works with trustworthiness and integrity
• Resilience/Adaptability and Flexibility: Ability to operate effectively under challenging circumstances including stress, security risks and harsh living conditions when in field locations. Works and lives with a flexible, adaptable and resilient manner
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress and high security contexts
• Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills
• Knowledge and skills: knowledge of USAID policies and regulations. Requires general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills
• 5 - 7 years experience working with an international organization
• Fluency in English

Technical Skills:

• 5 years of previous procurement and management experience in medium to large USAID funded projects
• Comprehensive knowledge of market and purchasing options and challenges in East Africa, as well as local supply chain management
• Previous experience in conflict affected areas with limited infrastructure
• Capacity to develop work plans and budgets, negotiate contracts, take quick and relevant decisions

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