The USAID Liberia Local Empowerment for Accountability and Decentralization (LEAD) will support the Government of Liberia (GOL) in building a well-functioning governance system with effective Domestic Resource Mobilization and fiscal decentralization, budget transparency, and local governance frameworks. An Integrated Governance Systems Approach will serve to facilitate synergies across the Activity’s three objectives:

1. Domestic Resource Mobilization improved; the Activity will prepare the GOL to analyze potential tax policy reports, implement the transition from GST to VAT and other tax administration improvements and enable greater fiscal decentralization;
2. Budget Transparency Improved; the Activity will increase the GOL’s systems for budget and financial reporting and sharing to work towards greater measures for fiscal transparency;
3. Local Development and Service Delivery Improved; the Activity will help the GOL continue building local systems and local governments’ core competencies to improve the functionality of Country Service Centers and the counties as a whole.

1. Objectives of the assignment

The Procurement Officer oversees and conducts the procurement of goods and services. S/he will play a pivotal role in ensuring integrity, fairness, and transparency in procurement processes as well as adherence to policies, procedures, and controls. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Officer will be responsible for soliciting and competing procurements in accordance with policies and ensuring procurement related backup documentation is provided prior to submission to Finance Team. S/he will oversee solicitations, and price/cost/reasonability analyses.

2. Tasks & Responsibilities

The following comprise main responsibilities of the Procurement Officer:

Reporting

• Monitor and track procurement activities and delivery status of goods/services.

Audit

• Ensure complete backup documentation for procurement purchases are submitted to project’s Finance Team.
• Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
• Assist and collaborate in external or internal audits as necessary.

Policies & Procedures

• Ensure integrity, fairness, accuracy, and openness in procurement processes.
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
• Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement.

Procurement Management Systems

• Enforce use of DAI’s operations & procurement system (TAMIS), etc.
• Maintain electronic procurement records & files in various DAI’s system platforms.
• Train other DAI staff in the use of procurement systems, as necessary.

General Acquisition & Procurement Responsibilities

• Supports procurement processes for all grant and technical activities, including determining procurement requirements, ensuring the most appropriate procurement methods are used, and ensuring transparent processes are utilized.
• Prepare solicitation bids and quotes from vendors and vendor’s selection in adherence with policies & approved requisitions and quarterly procurement plans.
• Ensure pricing information is accurate and aligns with acquisition policies.
• Conduct price/cost/reasonability analyses.
• Review requisition documentation, cost estimates, statements of work, etc.
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
• Determine source selection methods for complex procurement to ensure compliance.
• Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds.
• Ensure compliance with DAI, USAID and RFAR requirements on sub-contract closure and /termination.
• Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
• Prepare cost evaluation data, and source selection documentation.
• Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies.
• Maintain procurement file system in DAI’s system.

• Coordinate with the grants team as necessary, for market research and budget expenditure justification, as necessary for in-kind grants.
• Carry out other duties and responsibilities as directed.

Relations and Stakeholder Engagement Management:

• Develop and maintain professional relationships among internal and external stakeholders, i.e. all LEAD staff, vendors, among others.
• Conduct market research for prequalification of short-listed or preferred vendors and engaging with them on USAID rules and regulations for procurement.

3. Qualifications

• University degree in relevant field required
• 6 years of relevant experience is required.
• Procurement and logistics experience with international donor-funded organization is strongly preferred
• Computer literate with e-mail, word processing, and spreadsheet experience
• Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work as part of a team
• Fluency in English is required
• Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-

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