Procurement Specialist

Position Title: Procurement Specialist

Department: Procurement

Reports To: Procurement Manager

Location: Remote

Vacancy No: AF-N-03-2024

Closing date: July 23, 2024

AUAF Background:

The American University of Afghanistan is Afghanistan’s only nationally accredited, private, not-for- profit, non-partisan, and coeducational institution of higher education. It opened its doors in 2006 with an initial enrollment of 50 students, and since that time has grown to enroll more than 1,700 full- and part- time students across undergraduate, graduate, and professional training programs. Despite a changing political and security climate in Afghanistan, AUAF has successfully lived up to its mission to provide equal access to high-quality higher education across gender, ethnicity, and socio-economic background. Nearly half of our undergraduate students are female, and generous support from the U.S. government and other funding partners as allowed us to support a secure, inclusive, residential campus environment in Kabul. Our professional community comprises a diverse, talented Afghan and international faculty and staff who work together in support of our students and toward a sustainable, ambitious future for the provision of American-style education in Afghanistan.

Position Summary

The Procurement Specialist will provide critical support to the Procurement Department. The function of the position is both to facilitate efficient processes in support of designated tasks, goals and objectives, and to ensure the correct oversight and compliance of routine field-based procurements.

Key outcomes include (optional):

• Manage routine Purchase Requisitions received from various departments.
• Fulfill the designated goals set by the Director of Procurement.

DUTIES AND RESPONSIBILITIES:

1. Coordinates activities involved with procuring goods and services, such as raw materials, equipment, tools, parts, supplies and advertising.
2. Preparing cost comparative sheets, Negotiation Memorandums and contracts.
3. Procurement process of goods, works, and services above $3,000 USD.
4. Determines method of procurement, such as direct purchase or competition.
5. Reviews bid proposals and negotiates contracts within budgetary limitations and scope of authority.
6. Draft Purchase Orders, Contracts and Blank Purchase Agreements.
7. Update the Procurement Tracker on a timely basis and provide a procurement status sheets to the Director of Procurement on a regular basis.
8. Establish and maintain a list of qualified vendors who are willing and capable of providing quality products at a competitive price.
9. Ensures AUAF Procurement Policy and purchasing procedures are maintained and fully applied in day to day procurement activities.
10. Ensures that transparency and integrity is fully maintained in day to day procurement activities.
11. Identify the most appropriate procurement approach in handling procurement activities
12. The incumbent should be able to prepare REOIs/ RFPs/RFQs/SBD/Contracts and purchasing documents in accordance with the AUAF procurement regulations.
13. The Procurement Specialist shall provide overall procurement guidance and support before, during and after the bidding/selection process to the assigned opening/evaluation committees and Procurement Unit.
14. The incumbent should be able to draft and review award notifications, contract/agreements.
15. The incumbent should report progress reports to the Director of Procurement when required.
16. Ensures all required documentation is reviewed by the Procurement Specialist and approved by delegation of authority holder, prior to purchase according to approval processes.
17. Circulate procurement documents for processing and signature of relevant project staff.
18. Facilitate communication and follow-up documentation with vendors during the contract.
19. Responsible for preparing PO (Purchase order) to local and international vendors.
20. Responsible for preparing the technical/financial proposals and submitting to the Director of Procurement and Logistics for review and further processing.
21. Collection of all receipts, bills and invoices of the project from vendors and suppliers.
22. Ensure invoices are received from vendors in a timely manner and submitted to the Finance department for further payment processing.
23. Ensure timeliness and cost effectiveness are in line with all relevant policies and procedures.
24. Monitor, track and expedite all procurement activities in collaboration with the Procurement Head.
25. Ensure that all Procurement files are accurately maintained with both physical and scanned copies.
26. Track and process procurement requests to ensure timely and accurate completion and provide regular updates to requestors.
27. Prepare and issue Requests for Quotations (RFQ) and Request for Proposal (RFP). Conduct cost/price, quality and review of bids received.
28. Procure commodities and vendor services as required.
29. Review purchase orders for completeness and correctness and obtain acceptance of vendor and approval from AUAF signatory.
30. Collaborate closely with other AUAF Departments as required.
31. Ensure that PAR, PO and BPA trackers are up to date and complete.
32. Review payment packages for completeness before submission to Finance Department.
33. Guide and mentor Procurement Officer/s to perform effectively

Required Qualification, Experience and Skills

• Bachelor’s Degree with 5 years’ experience in the related field.
• 4 years of relevant experience working with USAID/Federal funded programs.
• Knowledge of using ERP System – Microsoft Business Central is preferred
• Demonstrated practical knowledge and understanding of procurement policies and procedures.
• Ability to work independently or as a team member.
• Proficiency with Microsoft Word, Excel and Power Point.
• English language proficiency (oral and written).

Other Skills

• Excellent working knowledge and experience administering government subcontracts with CFR regulations is essential.
• Strong judgment and a commitment to fair and ethical procurement practices.
• Ability to work under pressure.
• Excellent interpersonal and communication skills.
• Excellent organizational skills.
• Highly computer literate, including e-mail, word processing and spreadsheet management skills