Procurement Specialist

Procurement Specialist- USAID Integrated Nutrition

Direct Line Supervision: Sr. Manager – Contract and Grants

Collaboration with:

Internal: All Staffs including Consortium Partner Staffs
External: Nepali government counterparts, program partners

Grade: K

Job Purpose:

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome long standing cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

Background:

USAID Integrated Nutrition’s primary goal is to improve the nutrition status of women, adolescents, and children in Nepal’s underserved and marginalized communities. The activity will tackle direct and underlying determinants of malnutrition in Nepal while strengthening the national and local enabling environment to implement multisectoral nutrition programs through four synergistic intermediate results. Achievement of the purpose will be measured by improvements in indicators of nutrition status among women of reproductive age, adolescents, and children.

Functional Relationships:

The Procurement Specialist will be a key member of the Helen Keller Intl. USAID Integrated Nutrition Operation Team and will provide leadership and oversight of all procurement required and will be responsible for efficient implementation of program objectives and activities by ensuring sound management and optimal performance in all areas of procurement (goods and services) management in compliance with Helen Keller Intl and donor policies. S/he will work in close coordination with the Sr. manager – Contract and Grants, IR leads, Program and Technical Lead, Director Field Program Operation, Province Lead and other colleagues at Helen Keller’s Nepal Country and Headquarters to ensure achievement of all procurement control and performance objectives in accordance with the Helen Keller Intl. USAID Integrated Nutrition program objectives.

The Procurement Specialist will coordinate with INA project for all procurement-related and support and also coordinate with country staff for shared procurement i. e. insurance, security, cleaning, and maintenances services etc. S/he will be responsible for capacity building and coaching of Helen Keller Intl. USAID Integrated Nutrition province staff. S/he is responsible for ensuring Helen Keller Intl’s best practices are upheld, including adherence to the code of conduct, and fully complies with relevant laws, rules, and regulations, whether internal or external regarding logistic and procurement function.

As gender and social inclusion (GESI) is a cross-cutting and core component for HKI programs, all personnel are required to ensure GESI sensitivity and integration where they work.

Helen Keller Intl has a matrixed reporting structure that respects both the line management and authority within country office hierarchies; and the accountability and oversight duties of colleagues at the regional and headquarters level (especially for multi-country grants). This requires regular communication among colleagues and an ongoing effort to clarify who is responsible and/or accountable for outcomes and who must be consulted and/or informed along the way.

Overall Responsibilities:

Specific Roles and Responsibilities:

• Develop procurement plan in consultation with programs, technical and operations by monthly basis for USAID Integrated Nutrition procurement.
• Provide training/orientation to USAID Integrated Nutrition staffs including Province staff on Helen Keller International procurement policies, procedures, and Helen Keller OPS system to ensure adherence of USAID and Helen Keller policies, procedures, and controls.
• Review procurement request, bid analysis and purchase order documents of USAID Integrated Nutrition for Kathmandu office and province offices, ensure those documents are complete and in accordance with Helen Keller procurement process prior processing for further approval and execution.
• Develop, negotiate, and administer procurement agreements and contracts with venders, consultants (National and international), in align with organizational and donor requirements.
• Assist Senior Manager, Contract and Grant for procurement of restricted commodities or require USAID prior approval for liaise with Helen Keller Int. home office to ensure the approval request documents are complete and meet internal standards before submitting to USAID for their concurrence.
• Ensue procurement process is completed in timely manner e. g. review of procurement request; preparation of Request for Quotation (RFQ); procurement notice; review of quotations; bid analysis; vender vetting; issuance of purchase order/contracts/agreement; goods receipt and services note or deliverables; process for payment to INA finance with complete procurement documents.
• Ensure fully operationalization of Helen Keller OPS online system, maintain procurement files, archiving procurement documents in OPS as per Helen Keller policy.
• Lead procurement evaluation committees as a non-voting and ensure pricing information is accurate and aligns with acquisition policies, price/cost/reasonability analyses are conducted and documented of source selection, and Helen Keller International procurement policies and procedures are followed and enforced.
• Ensure integrity, fairness, and openness as well as adherence to USAID and Helen Keller policies, procedures, and controls in all USAID Integrated Nutrition
• procurement including hiring of national and international consultants.
• Perform regular spot audits of procurement files/OPS to ensure completeness, accuracy and compliance with Helen Keller and donor policies and procedures.
• Maintain and update vendors and service providers roasters/lists, identify and qualify potential venders through market research efforts.
• Maintain effective communication with the vendors, service providers, within the technical, program and operation team Helen Keller APRO and HQ as needed.
• In coordination with Helen Keller Office, maintain a roster of the shortlisted firms and vendors for procurement of goods and maintenance service (Vehicle,
• Plumbing, Building Repair & Maintenance, electrician, etc. for USAID Integrated Nutrition.
• Monitor, track, and expedite all project procurement activities and delivery status of goods/services, and communicate with vendors as needed.
• Assist Sr. Manager Contract and Grant on disposition of project inventory including motor vehicles as instructed by USAID and Helen Keller International assets management policies and procedures and support on close out USAID Integrated Nutrition.
• Accomplish assignments as delegated by the Supervisor.

Representation

• Represent Suaahara II, HKI and its values at the local, and district, level. Coordinate with other development organizations to reduce duplication and share learning.

Qualifications and Competencies:

Educational Degree:

• Masters’ degree or equivalent in finance, administration, logistic management, or equivalent combination of education and experience.

Experiences years:

• Professional experience of at least ten (10) years with at least five (5) years in similar management position, preferably in an international NGO plus.
•  Demonstrated experience with INGO reporting, financial management, procurement, and project management including demonstrated ability to develop and monitor budgets, and collaboratively manage operational activities of complex programs including sub-grant management.
•  Experience in dealing with a diverse group of stakeholders representing government, civil society, international organizations, local government units, community and political leaders, and others.
•  Excellent interpersonal skills, including the ability to exercise diplomacy and tact as demonstrated in previous roles that required communication with a broad and diverse set of partners.
•  Excellent capacity building, team building/management, and coordination skills. An ability to delegate responsibilities effectively and coach and mentor junior staff.
•  Excellent oral and written English language skills, including the ability to clearly communicate complex financial, compliance and operational issues into layperson language.
•  Fluency in Nepali.
•  Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically.
•  An ability to work in challenging and changing environments, and to see through challenges to find solutions.
•  An ability to maintain balance when under stress.
• Experience using Excel, Word, and PowerPoint and other software’s
• Demonstrable respect for all persons regardless of religion, ethnicity, class, or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.

Interested candidates can apply until August 24, 2024.

In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, caste, age, disability, or any other status that has no bearing on the ability of an individual to perform the functions of the job.