Procurement and Contract Manager
Work Location: Ho Chi Minh
Job type: Full-Time
Posted: 16-09-2022
Salary: Negotiate
Email: trang.lelinh@40hrs.vn
Job Description
Supplies/Commodities Procurement
· Work with Program Teams to update and monitor a master deliverable calendar for procurement actions
· Coordinate with Program Teams and the Admin Officer on item specification and budget
· Perform market research to find item specifications and appropriate vendors
· Coordinate the implementation of procurement procedures according to IRD VN policies and respective donor’s requirements
· Participate in bid-openings and technical and cost evaluations
· Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
· Ensure adequate competition is achieved, as per IRD VN’s policies and procedures
· Perform due diligence for awarded procurement
· Maintain an updated database of local vendors and a list of prices as a reference for budgeting
· Maintain electronic procurement records & files in various IRD VN’s system platforms
· Develop the logistics plan for the goods purchased, according to the requirements of the departments or projects
· Perform regular spot audits of procurement files
· Travel to project sites when necessary to monitor delivery of procured goods to grantees and inspect quality of goods acquired
· Monitor purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions
· Close-out each purchase order once completed, according to established policies and procedures
· Work with the Executive Director to identify purchase orders that may require modifications or cancellation due to financial or administrative non-compliance
· Oversee preparations for staff trainings including overseeing the procurement of materials, modules, catering services, and venue rental
Contract Procurement and Monitoring
· Serve as primary point of contact and official representative of IRD VN to USAID and US CDC on all contractual matters; negotiate terms of contracts, subcontracts and grants;
· Contact all contractors on invoice or deliverable due dates to confirm submission of contractually-mandated payment documents
· Follow up on deadline payments for subcontractors in order to achieve monthly burn rate
· Verify the completeness of contractually-mandated payment documents from sub-contractors; submit to the Finance Team
· Alert the Finance Manager in the event of missed deadlines or deliverables
· Maintain a database of all subcontracts and the status of payments
US Government (USG) Compliance
· Be familiar with USG regulations related to procurement and subcontracting
· Train IRD VN staff and subcontractors in USAID and US CDC’s rules & regulations
· Perform necessary due diligence to ensure cost/price reasonableness and compliance with applicable USG regulations
· Navigate compliance issues between technical, contractual, finance and management personnel; effectively translate concepts to programmatic and technical colleagues
· At project start-up, review entirety of the contract, explain terms and conditions to project stakeholders, and ensure project documentation is in order
Other
· Oversee the day-to-day activities of the IRD VN Admin Officer
· Other tasks that are reasonably assigned or requested by the Management Team
Job Requirements
REQUIRED QUALIFICATIONS:
· Bachelor degree of Trade, Supply chain management, Logistics, Business administration
· At least 5 years’ experience working as a Procurement Manager, Procurement Officer or Head of Procurement
· Fluency in Vietnamese
· English-language score on IELTS >7, or equivalent
· Knowledge of sourcing and procurement techniques
· Knowledge of either CDC or USAID procurement policies and guidelines will be advantageous
· Good knowledge of supplier or third-party management software
· Aptitude in decision-making and working with numbers
· Experience in collecting and analyzing data
· Strong leadership capabilities
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