Job Description

Title: Procurement & Logistics Coordinator, FSN - 08

Company Name: USAID Bangladesh

Vacancy: 01

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Minimum of two years College degree or University studies or the host-country equivalent in a field of procurement, logistics, acquisition or a related field is required

Experience Requirements:
∎ At least 3 year(s)
∎ The applicants should have experience in the following area(s): Logistics, Procurement

Job Responsibilities:
∎ A. GENERAL STATEMENT OF PURPOSE OF THE CONTRACT
∎ The Job holder serves as the Procurement and Logistics Coordinator under the direction of the Procurement Specialist and Supervisory Executive Specialist. S/he is responsible for a broad spectrum of procurement, logistics and related administrative responsibilities in support of the Mission operations and some project-related activities. The Job holder operates independently in planning, executing, and managing those substantial managerial functions for a large and complex USAID Mission. The Procurement and Logistics Coordinator performs a full range of operating expenses and program support procurements for commodities and services through various procurement channels available under the Simplified Acquisition Procedures (SAP) Rules. S/he is also responsible for coordinating logistics services for on-site and off-site Mission-sponsored meetings, events, and retreats. The Job holder will assist the Supervisory EXO with office space allocation for staff and TDY visitors and conduct long-term space planning. The job may be expected to perform work-related travel.
∎ B. STATEMENT OF DUTIES TO BE PERFORMED
∎ Acquisition/Procurement
∎ The Job holder drafts solicitation documents such as: requests for proposals, requests for quotations, and solicitations for bids. Reviews and analyzes bids and price quotations, proposed contracts, and vendors' bids. Reviews and analyzes vendors' billing documents, and other documents prior to submitting them to the appropriate Contracting Officer (the EXO) for action. As a key member of EXO, s/he assists the Procurement Specialist and Contracting Officer/Executive Officer in all of the above and serves as an Acquisition and Assistance Negotiator. S/he will enter data as needed in the Global Acquisition and Assistance System (GLAAS) procurement software for review by the Procurement Specialist and Contracting Officer/EXO. S/he is expected to take an active role in supporting Mission teams to meet their procurement needs and will be aware of changing market conditions including price and availability of needed products and services.
∎ The Job holder must maintain contacts with local and international vendor representatives to facilitate resolving procurement problems. S/he must know, understand, and track a full range of GSA and U.S. Federal Acquisition standards and guidelines including the Federal Acquisition Regulations (FAR), AID Acquisition Regulations (AIDAR), USAID's Automated Directives System (ADS), and precedents for contract leases and purchase orders. S/he prepares contracts and simplified acquisition orders for signature, maintains correspondence and reports in regard to these procurement activities. S/he drafts detailed memoranda of negotiation for the Contracting Officer's approval for each procurement action completed. S/he is responsible for monitoring and administering contractual activities and performs contract closeout actions for each completed contracting activity. S/he checks the contractor bills and invoices and receives reports to ensure that all terms and conditions are in conformance with payment. S/he will work with the Procurement Specialist to monitor accruals, prepare the quarterly 1311 review (cost reconciliations and de-obligation), and track the status of shipments.
∎ Plans and organizes the work with the Procurement Specialist to ensure the timely procurement of needed services or goods and the smooth closing of the Financial Year. Participates in the development of the NXP procurement plan by assessing the needs of Mission offices and reviewing the USAID inventory. Periodically visits vendors to determine the availability/suitability of meeting space, convention space, and lodging to assess vendors' ability to perform.
∎ Administrative and Logistics Coordination
∎ The Job holder is responsible for coordinating logistics services for on-site and off-site Mission sponsored meetings, events, and retreats. S/he advises and assists the Procurement Specialist in preparing logistic support services to Mission customers. S/he is responsible for arranging conference rooms for any events as specified; set-up for meetings, training programs, retreats, or other events. The Job holder will assist the EXO and Supervisory Executive Specialist with office allocation for staff, TDY visitors, and long-term space planning. Coordinates the move/relocation of offices when necessary; supervises the assembly/disassembly of modular furniture as needed. S/he will actively assist the Supervisory Executive Specialist in preparing/compiling the following reports: USG Office Vehicles Daily Uses Report, Monthly Bill of Collection (BOC) for "Other Authorized Use" of the USG Office Vehicles; Mission Director Residential Annual Inventory and Certification (MD INV); NXP Inventory and Certification (NXP INV); Real Property Inventory (RPI); Final Energy Report (ENERG). This will include the coordination and scheduling of all physical property inventories plus their review and reconciliation with the State Accountable Property Unit (APU) and State Real Property Unit (RPM). S/he works closely with the service requestor to ensure that the products/services are delivered as per the quality and quantity mentioned in the Purchase Order. For Non-expendable Property (NXP) purchase, the Job holder works with the Receiving Unit of the State Accountable Property Unit (APU) to get the "Property Tag (Identification ID)" and ensures that the property information is recorded into ILMS by the APU team. S/he coordinates with the State Non-Residential Facility team for any facility related services that are required to ensure smooth operation of the USAID offices.
∎ Support
∎ The Job holder will provide backup support to the Procurement Specialist and EXO Administrative Assistant as required. The Job holder will receive office visitors, screen telephone calls, (identify callers, determine nature of business, and only pass calls through which requires the attention of the Office Director), make appointments, prepare and collect background data or documents when required, and provide routine information to minimize unnecessary interference with supervisor's work. The Job holder will be responsible for typing rough drafts into final format, short notes, notices, contracts, and memoranda from verbal instructions from the supervisor. The completed documents should be proofread to ensure documents are free of grammatical and spelling errors, references have been researched and are accurate, and correspondence format is accurate before passing to the supervisor. The Job holder will receive, review and distribute all incoming and outgoing actions to the appropriate officer. The Job holder will distribute the Quarterly Arrivals and Departure Rosters; maintain folders on job applications; and file correspondence on USDH, FSNDH, and FSNPSCs, work orders, housing files and supply requests (DS-583 and 584). The job may be expected to perform work-related travel.

Additional Requirements:
∎ A minimum of three years of progressively responsible experience working for an international organization is required. Working knowledge of procurement/acquisition and/or logistics is required.

Salary: Tk. 140203 - 251994 (Monthly)

Compensation & Other Benefits:
∎ T/A, Mobile bill, Tour allowance, Medical allowance, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Festival Bonus: 2

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 29 Aug 2022

Company Information:
∎ 8 Aug 2022
∎ USAID Bangladesh
∎ Address : US Embassy, Baridhara, Dhaka
∎ Web : www.usaid.gov/bd
∎ Business : The largest US agency in the US Embassy, Dhaka, Bangladesh.

Category: NGO/Development