Senior Procurement and Admin Officer, Healthy Markets project, Mekong Regional Program
Tracking Code: 6782
Job Description
Please note: Vietnamese nationals are encouraged to apply.
Please submit a cover letter with your resume describing your interest in this position and how you meet the requirements. Application materials must be submitted in English and applicants must have legal authorization to work in Vietnam to be considered and confirm this in their cover letter. PATH offers a highly dynamic work environment and provides competitive compensation and benefits based on experience. Salary and benefit package are paid in VND.
PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health.
The Vietnam country office is committed to respond to community health needs in Vietnam and works in such areas as reproductive, maternal, and child health, TB, HIV, vaccines and immunization, emerging and epidemic diseases, and health technologies. To achieve impact, PATH Viet Nam works across the public and private sectors and focuses on sustainable, system-level changes.
PATH is implementing a United States Agency for International Development (USAID) project entitled Healthy Markets with an overall goal to grow a viable commercial market for HIV related goods and services – such as condoms, HIV testing and counseling and sterile needles and syringes – that is capable of meeting the needs of populations facing the greatest risks. The expected program will include a network of complementary partners to bring about changes that result in strengthened local leadership and capacity for comprehensive and effective programming and social marketing of critical HIV goods and services.
PATH currently seeks a full-time Senior Procurement cum Admin Officer who will provide programmatic and administrative support Healthy Markets. Specific responsibilities include the following:
1. Procurement
- Coordinate development of specifications / TOR for equipment, materials, and services to be purchased;
- Coordinate request for and selection of vendors across all project teams;
- Be responsible to make sure procurement comply with PATH and USAID standard practices;
- Regularly review, update and lead systems improvements related to procurement and sub-award monitoring according to PATH and USAID’s regulations;
- Lead development of guidance and training for team related to procurement;
- Update and annually review preferred vendors list;
- Provide support for contracting and coordinate with PATH Mekong Office and HQ on procurement procedures and issues.
Track performance of vendors and contracts:
- Review and update tools to facilitate the tracking of sub-partners and vendors and status reports, Support to monitor contract implementation include reviewing payment schedules and submission of deliverables/ reports, timely update teams with deadlines;
- Communicate key deliverable deadlines to partners and follow-up. Track the deliverables of sub-partners and vendors based of set scopes of work and deliverable deadlines; communicate any issues identified right await to the COP/DCOP and project administrator;
- Work together with project administrator, finance staff and technical team in assessing quality, performance and compliance of partners;
- Compile the technical reports and deliverables for all program activities from technical teams and sub-recipients/vendors;
- Provide procurement guidance and support to other projects as needed.
2. Administration
- Provide administrative and logistical support to the Chief of Party (COP); Coordinate COP schedules and travel;
- Provide translation for the COP and external TA providers at meetings and events as required;
- Design and coordinate the development of and manage maintenance of a SharePoint site for the HM team;
- Contribute to various types of reports, proposals, timelines, factsheets, and presentations using MS Word, Excel, and PowerPoint;
- As needed, work with team to coordinate logistics for local conferences, workshops, meetings, and other events including equipment needs, communication tools (videoconference, Skype, LiveMeeting), catering, travel arrangements, hotel suggestions, taxicabs, and other details for staff and guests;
- Create and maintain appropriate records management systems, including filing systems, for project-related information and materials;
- Provide support to financial team in financial management as required;
- Provide other administrative support as required.
Required Skills
- Excellent computer skills using MS Office Suite required, particularly Excel, PowerPoint and SharePoint. Additional software desired;
- Well organized, effective support for multiple individuals, and adaptable to changing priorities;
- Excellent verbal and written communication and interpersonal skills;
- Strong organizational skills, high level of attention to detail and effective under deadlines;
- Excellent proofreading and editing skills;
- Diplomatic at communicating and juggling tasks for multiple teams;
- Proven effectiveness working in a team environment with minimal supervision;
- Ability to be pro-active and anticipate potential issues;
- Self-directed approach balanced with initiative to secure adequate information to complete tasks;
- Ability to understand health and HIV material;
- Fluency in English and excellent oral and written skills.
Required Experience
- BA or BS degree;
- At least seven years of relevant program, procurement and administrative experience required;
- Experience in designing and managing procurement systems and controls and contracting;
- Experience in monitoring performance and compliance of sub-recipients/vendors;
- Experience must include complex procurement, contracting, scheduling, creating spreadsheets, writing, editing, and proofreading;
- Experience in an international organization or in a multicultural environment a plus;
- Candidates should have a clear interest to be involved in and learn programmatic work.
Job Location: Hanoi, , Vietnam
Company Location: Vietnam, Hanoi
Position Type: Full-Time/Regular
Apply: www.path.org [1]
Deadline: Jul 19, 2015.