Senior Procurement & Logistics Officer - Creative Associates

Creative Associates International Inc. is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, democratic transitions and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 30 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

PROGRAM DESCRIPTION

OTI’s Littorals Regional Initiative (LRI) program is able to provide support to local counterparts across specific West African coastal states to withstand the increasing pressures of VEOs by addressing instability factors including: localized conflict, ethno-religious marginalization, lack of understanding of the VEO threat, local grievances against governance structures, and weak social cohesion.

LRI complements the broader USAID presence in the region by providing short-term, targeted programming that reduces windows for VEO expansion and helps national governments and local communities build prevention capacity

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POSITION SUMMARY

The Senior Procurement & Logistics Officer (SPLO) will be responsible for reviewing overall procurement processes, supervising day to day Procurement & Logistics Officers’ (PLO) work, tracking procurements of goods and services through the procurement cycle, ensuring that adequate competition is achieved for procurements, and providing regular procurement mentoring to staff to support project implementation. The Senior Procurement & Logistics Officer will also be responsible for the project logistics management.

REPORTING & SUPERVISION

The Senior Procurement & Logistics Officer reports to the Deputy Chief of Party-Operations. 

PRIMARY RESPONSIBILITIES

Primary responsibilities include but are not limited to the following:

• Implement procurement processes and logistics operations for the program including grants, strictly following all rules and regulations as well as all stipulations established by USAID, Creative Associates and Ghanaian law. Rule and regulations include:
  • ADS (Automated Directive System)
  • FAR (Federal Acquisition Regulations)
  • CFR (U.S. Code of Federal Regulations)
  • AAPD (Acquisition & Assistance Policy Directive)
  • Local Ghanaian Law
• Manage/maintain a registry and file system for procurements to allow for efficient document and process audits. The SPLO will ensure that all procurement files, including proposals, evaluations, award documents, official contracts and correspondence, are stored on Creative’s online procurement file storage systems on a real-time basis.
• Provide training on procurement and delivery of goods and services to program team, grantees, and beneficiaries as it pertains to established protocols by the program and local law.
• Coordinate with field PLOs to get vendor invoices right after goods/service delivery and process payments immediately.
• Ensure delivered goods and services for activities and operations are inspected and match requestors’ specifications and good received notes/ service performed forms are well filled out and signed.
• Prepare operations monthly expense projections.
• Support PLOs to develop and analyze technical specifications of materials, with consideration for investment, loss, and associated value; review and adjust budgets, as needed.
• Design and prepare Terms of Reference and/or technical specifications for materials, goods, and services, for contracts, acquisitions, and procurements, in collaboration with the program team. Ensure presentation of sufficient selection that meets requirements of quality assurance, delivery, and transparency.
• Work with local, national, and international vendors of goods and services to ensure quality, maintain professional distance required to ensure high ethical standards.
• Ensure competitive procurements by attracting potential vendors for the purchase of goods or services either through direct, bid invitation, or other mechanisms that ensure high standards of transparency.
• Conduct market research of vendors in multiple sectors through Expressions of Interest or Requests for Information.
• Develop Blanket Purchase Agreements (BPAs) on a rolling basis to update vendor costs. Track ongoing BPAs, contracts, and leases.
• Designate or participate in evaluation committees for proposals submitted by the various vendors, according to the solicited terms of reference and regulations.
• Verify quality and quantity of products according to the context and/or needs of the beneficiary, community, and/or project.
• Process procurements according to respective rules and regulations.
• Review bid evaluations from Procurement and Logistics Officers and make sure purchase orders/contracts are processed without delays.
• Manage procurement of consultant services.
• Support the Deputy Chief of Party-Operations (DCOP-Ops) review the operations project pipeline
• Coordinate delivery logistics with program team and/or grantees to obtain the required permits including delivery receipts.
• Coordinate with PLOs to manage vehicle and staff movements.
• Day to day track of ongoing Request For Proposals/Request For Quotations (REP/RFQ).
• Communicate all delivery schedules corresponding to grant and operations procurements, including the projection of related expenses.
• Organize regular coordination meetings with PLOs.
• In close collaboration with the (DCOP-Ops) and PLOs, manage all construction related activities
• Verify deliverables are complete and done in a timely manner.
• Inventory Management: Responsible for maintaining inventory and producing accurate inventory reports in line with Creative and donor policies.
• Vehicle Management: Coordinate and maintain the office fleet management and efficient use of project vehicles and other transport services in support of program objectives. Ensure vehicle documents (insurance, etc.) are renewed on time.
• Fuel management: Coordinate with PLOs to ensure fuel for vehicles and generators are managed properly.
• Travel Arrangements: Coordinate travel bookings for the state office – flights, hotel, airport pick up/drop off.
• Arranging regular maintenance of electrical equipment and safety devices.
• Perform other tasks, as assigned by the DCOP-Operations or the Chief of Party.

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Required Skills or Experience

• University Degree in procurement, purchasing & supplies, management, business administration or related field.
• At least 5 years of general work experience with at least 3 years of procurement experience.
• Prior USAID or other donor experience is highly desirable.
• Supervisory and managerial skills required
• Experience with budgeting and cost analysis.
• Proficiency with MS Word, Excel, PowerPoint, Outlook, etc.
• Strong attention to detail and ability to develop tracking systems.
• Strong communication skills and the ability to function well in a team setting.
• Written and spoken fluency in English.
• Spoken and written French would be an asset.
• Fluency in one or more of the local languages spoken in Ghana highly desired.
• Demonstrated ability to solve challenging and complicated administrative issues.
• Be proactive and have a sense of initiative
• Experience of working in a conflict environment is a plus.
• Must have existing work authorization for Ghana.