Overall Responsibilities
The role of the Procurement Specialist is to procure goods and services in compliance with MSH/Donor procurements policies and procedures. They prepare RFQ/RFP and negotiate purchase terms and conditions, prepare and issue purchase orders and agreements, monitor supplier performance and resolve issues and concerns, inspect, and evaluate the quality of purchased items and resolve shortcomings and analyze industry and demand trends and support senior management with the development and implementation of sourcing strategies. They maintain procurement data including procurement trackers, supplier list, and standards of goods and services, and ensure the effectiveness of procurement in a timely and cost-effective manner.
Specific Responsibilities
- Coordinate with Procurement Manager for potential procurement needs with technical teams
- Receives approved Purchase Requisitions (PR) for procurement of goods and services.
- Tracks all PRs, for both local purchases and those requested through Costpoint.
- Determines price reasonableness.
- Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
- Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
- Handles field office purchases when required.
- Ensures that purchases are made in the best interests of the donor and MSH.
- Assures delivery or pickup of PO for collection of goods.
- Prepares weekly procurement status report and submits to the supervisor.
- Maintain the procurement tracker, recording complete purchase requests and updating it with status of the procurement requests and ensuring weekly status is up to date.
- Regularly updates the supervisor of all partial collections of the procured goods.
QUALIFICATIONS
Education:
- University Degree in logistics, supply chain management or business with 5 years post-degree experience. A professional certificate in Procurement / Logistics will be an advantage.
Experience:
- 5+ years of relevant and progressive experience in procurement and supply management.
- Experience in a USG or donor-funded project or NGO preferred.
- Experience in the use of ERPs like Quickbooks and Deltek Costpoint.
Knowledge & Skills
- Good working knowledge of purchasing strategies.
- Sourcing/ tendering
- Excellent communication, interpersonal, and negotiation skills
- Strong analytical thinking and problem-solving skills especially when working under pressure.
- Strong proficiency in Microsoft Office and business application software, purchasing, and resource planning systems.
- Detail oriented.
- Strong negotiation skills.
- Ability to work in a team-oriented environment while maintaining an individual workload.
- Monitoring/assessing performance to make improvements or take corrective action.
- Ability to work under pressure.
- Planning and scheduling skills.
- Good organizational skills.
- Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
- Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
- Written and spoken proficiency in English.
Competencies
- Functional expert – has knowledge of processes and products.
- Influencer – relates to people, builds relationships, and effectively presents arguments.
- Results seeker – meets deadlines, identifies actions, and achieves goals.
- Innovator – thinks creatively, anticipates changes, and produces solutions.
- Adaptor – stays calm under pressure and handles criticism well.
- Complier – follows procedures and encourages others to do as well.
Physical Demands
- Travel requirements: Availability to travel domestically and internationally as needed; up to 50%.
- Keyboard use, Pulling drawers.
- Lifting papers 10lbs., etc.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
EEO is the Law - English
EEO is the Law - Spanish
Pay Transparency Nondiscrimination Poster
Know Your Rights - Workplace Discrimination is Illegal
Family and Medical Leave Act (FMLA)
Employee Polygraph Protection Act
MSH EEO-AA Policy
