Procurement Manager - Ethiopia PMI Evolve at Abt Associates

Abt Associates

Position: Procurement Manager - Ethiopia PMI Evolve

Application Deadline: August, 03/2023

The Opportunity

As the Procurement Manager, you will be responsible for leading all aspects of the procurement process in support of project activities. Under the direction of the Finance and Procurement Manager, you will be responsible for coordinating with multiple project stakeholders to procure goods and services domestically and internationally. The Procurement Manager shall work closely with the Finance and Procurement Manager and technical managers to ensure proposed procurements are consistent with the USAID-approved annual budget and compliant with Abt’s policies and procedures. You will work closely with other teammates to monitor contracts, verify the delivery of materials, and track vendor payments. 

Project Description

The PMI Evolve Project supports the U.S. President’s Malaria Initiative (PMI) and USAID to plan and implement an integrated vector control strategy with the overall goal of reducing the burden of malaria while promoting equity to sustain malaria gains. Abt has implemented integrated vector control for PMI since 2011, delivering high-quality indoor residual spraying (IRS), technical assistance for insecticide-treated net (ITN) distribution and durability monitoring, and new approaches for larval source management (LSM). Additionally, Abt’s PMI-funded work manages the most comprehensive malaria vector entomological surveillance programs in 21 African countries to inform malaria vector control trends, strategies, and impact. Under the PMI Evolve Project, Abt will further its delivery of integrated vector control programs by partnering with local communities, organizations, and governments to co-design and co-implement tailored malaria vector control programs. The end goal is fighting malaria while strengthening local capacity to sustain malaria gains.

Ethiopia is among the largest, fastest-paced, and most complex Evolve country programs. The team is responsible for planning, implementation, and monitoring of three large-scale vector control interventions (IRS, ITN distribution, and LSM) simultaneously in different regions and districts across the country every year while maintaining expansive geographical coverage of entomological monitoring for traditional and invasive malaria vectors, working with multiple local and international collaborators, and taking on frequent ad hoc assignments such as operational research, capacity strengthening, etc. 

Core Responsibilities

• Collaborate with Global Support Team to initiate international procurements. 

• In collaboration with COP and/or F&P manager, process customs clearance and liaise with USAID on tax waivers, as needed. 

• Develop procurement strategies including how to manage the volume of procurements, create a procurement timeline, etc  

• Develop, maintain, and update on a regular basis a procurement tracker for all ongoing and new procurements to provide visibility into ongoing purchases 

• Draft, issue, and review requests for quotes (RFQs)  

• In collaboration with technical teams, obtain and review product specifications or scope of work for services; ensure that specifications and scopes are clear, objective and complete. 

• Draft or review purchase orders and local consultant agreements for execution  

• Facilitate the review and evaluation of bids, ensuring participation of relevant technical staff and consistency with evaluation criteria. 

• Convene a procurement evaluation committee when needed and serve as non-voting chairperson to ensure the integrity of the selection process and selection is consistent with the basis of award and evaluation factors in RFQ. 

• Conduct and document vendor pre-qualifications for repetitive purchases such as lodging, catering services, office supplies, water, and vehicle service; when practical, prepare master service agreements in consultation with Abt Home Office. 

• Conduct standard orientation for all new staff about how the procurement function operates and their role in any purchase. 

• Ensure that procurement files are complete and audit-ready as soon as the procurement process is complete; Develop a system to check the completeness of procurement files using Home Office-provided procurement checklist. 

• Develop standards for filing and handling of procurement documents. Work with the home office procurement department and backstop team to obtain requisite approvals.  

• Enter procurement transactions into QuickBooks and procure entries. 

• Prepare bid matrix and source selection memorandum (when required) which includes competition process, names of evaluators and adequate justification for award recommendation. 

• Ensure procurements are completed whenever feasible; work with the technical team to prepare justification for non-competitive procurement. 

• Provide technical procurement expertise for staff to assist with planning and executing several types of procurements with short lead times while adhering to policy. 

• Remain current with changes in US Government and Abt Associate policies and procedures related to the procurement of goods and services. 

• Document all correspondence with vendors and maintain comprehensive procurement files. 

• In collaboration with the warehouse & logistics manager or other technical leads, ensure that quality control is performed when receiving materials and that any inconsistencies with the original order are noted before payment. 

• Provide the warehouse & logistics manager with all information required to complete the inventory process. 

What We Value

• Bachelor’s Degree + 9 years of relevant experience, or master's degree + 7 years of relevant experience, or PhD + 4 years of relevant experience. 

• Degree in Logistics, Business, Management, Administration, or another relevant field. 

• Experience with USAID-funded development programs, and knowledge of Federal and AID Acquisition Regulations (FARs and AIDARs) is desirable. 

• Possess at least UNDP CIPS level 3 certification or equivalent certification in procurement and supply management, preferred. 

• Excellent management, organizational, computer (especially Excel), and writing skills. 

• Fluent in English. 

How to Apply

Register using THIS LINK

What We Offer 

We foster an environment where you can Thrive Your Way. Our innovative total rewards programs are designed to help balance your work and personal life. The approach toward your well-being centers around comprehensive benefits and professional development. 

Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates are strongly encouraged to apply. 

Disclaimer: Abt Associates will never ask candidates for money in exchange for an offer of employment.