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