We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow.

Assignment Title:  Procurement Specialist – Consultant                     

Type:                      Part-time Consultancy                     

Overview: 

IBTCI is seeking a consultant to provide services to support IBTCI’s proposal effort for The Global Fund to Fight AIDS, Tuberculosis and Malaria’s Provision of Fiscal Agent Services to Support Implementation of the Global Fund’s Grants Project.

Essential Duties/Tasks and Responsibilities:  

The Procurement Specialist will assist with the procurement of goods and services (non-Health Products).  The incumbent will work on financial procurement management and compliance (non-Health Products) issues as well.

The Procurement Specialist will assist the Fiscal Agent to:

– Perform an initial review of the key procurement controls and identify weaknesses in the process;

– Perform an oversight role to ensure key controls are effective on transactions (up to 100% sample selection based on risk and materiality);

– Ensure purchase requisitions are duly signed by persons with the relevant authority;

– Ensure purchase requisitions are in line with the specific activity under the approved budget and work-plan and represents value-for-money;

– Review and approve requests for compliance with the minimum standards and applicable procurement guidelines and policies;

– Observe the tender development and procurement process to ensure it does not favor specific suppliers, and act as an observer in the tender evaluation committee to ensure that the process is transparent and fair; and

– Review supporting documentation with a view to identifying possible red flags of procurement fraud and corruption (e.g. conflicts of interest, excluding qualified bidders, narrow specifications).  Where possible red flags of fraud and corruption are identified, the Fiscal Agent team will report these findings immediately to the Global Fund.   

The procurement specialist will provide the following support to the Principal Recipient (PR)/ Secondary Recipient (SR):

– Plan procurement actions: forecast requirements, prepare terms of reference and specifications and draft procurement plans;

– Execute full-cycle procurement actions: prepare bidding documents, manage tender processes, draft evaluation reports, draft contracts and coordinate contract negotiations;

– Reporting: prepare procurement implementation reports;

– Contract administration: advise user departments on contract interpretation and commercial practices, and address cases of bid challenges, contract claims and disputes, as required;

– Document and address gaps within either the sub-manual dedicated to the procurement process or the procurement section of the Procedures Manual (as applicable) and discrepancies between what is required in such documentation and practice. The procurement specialist will document and implement solutions addressing these gaps and discrepancies;

 – Ensure strict adherence of procurement practice to the Global Fund-approved procurement plan and PR procurement process checklists, documentation and filing requirements;

– Ensure observation of documentation quality and circulation requirements;

– Highlight and address time gaps and bottlenecks in procurement and supply management processes, including delays in documentation and order approvals;

– Ensure strict adherence to the approved procedures in respect of suppliers (up-to-date vendor roster, supplier information file, and database management);

– Maintain costing data to enable budget holders to have easy access to prices for budget formulation; – ensure strict adherence to approved procurement advertisement procedures;

 – Set-up of workflows and systems (documentation and filing systems) where such systems are missing or inadequate;

– Review and approve the invoices presented by a supply chain management service provider (independent service provider or central medical stores) after required verifications are carried out on the claimed expenses against the service contract. The Fiscal Agent shall sign the payment vouchers for all payments in a “no-objection” format; and

– Review and approve the reasonableness of any costs associated with procurement of non-Health Products and services by the PR.

Minimum Requirements:

– Ten years of Experience covering the following subject matter:

• Procurement planning, execution of full-cycle procurement actions, preparation of  procurement implementation reports, and contract administration;
• Review and approval of requests for compliance with the minimum standards and applicable procurement guidelines and policies, and adherence to procurement practice (per Global Fund/ Executing Agency);
• Review and assurance that tender development and procurement process is fair and transparent;
• Maintenance of costing data, review reasonableness of costs, set-up of workflow and systems, review and approval of invoices from providers.

Preferred Knowledge, Skills and Abilities: 

• Previous Experience working with Global Fund preferred or Experience with UN, World Bank, MCC or;

• Previous Experience working in challenging operating environments/ low capacity context.

Education: Relevant Education and training in Public Procurement.

Working Environment:  Work is typically performed in an office environment.

Physical Requirements:  This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

Supervisory Responsibility:  This position does not have supervisory responsibilities.

Travel:  International travel may be required and may include travel to fragile and/or conflict-prone zones.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building.   We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.

 IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws.  We prohibit and do not tolerate any form of discrimination or harassment.  VEVRAA Federal Contractor.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition Team at talentacquisition@ibtci.com.