Procurement and Contract Manager

VACANCY

JOB TITLE: Procurement and Contract Manager

POSITION SUMMARY:

Contract type:           Local, fulltime (100% FTE)
Contract duration:    1 year (extension to be based on performance and availability of funds)
Location:                   HCMC

BACKGROUND:

IRD VN is a locally registered social enterprise in Viet Nam.  IRD VN is a young, dynamic and growing organization.  Though we started in 2016, we now have over 30 office-based staff working across five cities in Viet Nam. IRD VN works in close collaboration with the Vietnam Administration for HIV/AIDS Control, the National TB Control Program, Provincial CDCs and TB Programs, and other in-country partners to implement projects funded by USAID, the Stop TB Partnership’s TB REACH initiative, the Centers for Disease Control and Prevention (US CDC), UNITAID and Otsuka.

In collaboration with US CDC, IRD VN is helping promote progress towards sustained HIV epidemic control by bridging current gaps in private sector engagement, linking Viet Nam’s HIV and public health system, and infusing a Clinical Business Intelligence (CBI) approach with HIV program stakeholders. The project objectives have been designed in alignment with key requirements for HIV program services as well as cross-program areas (CPA) including Strategic Information (SI) and TB/HIV in seven focus provinces (Ha Noi, Hai Phong, Thai Nguyen, Ho Chi Minh, Binh Duong, Long An) of Viet Nam. We will catalyze the expansion of client access and uptake to high-quality HIV services in private and community care settings through a Private Provider & Community Support Agency model. For more information about IRD VN, please visit www.ird.vn

Our organization is growing quickly and we are searching for 01 highly qualified, independent, experienced and motivated Procurement and Contract Manager in HCMC.

JOB RESPONSIBILITIES:

Supplies/Commodities Procurement

• Work with Program Teams to update and monitor a master deliverable calendar for procurement actions
• Coordinate with Program Teams and the Admin Officer on item specification and budget
• Perform market research to find item specifications and appropriate vendors
• Coordinate the implementation of procurement procedures according to IRD VN policies and respective donor’s requirements
• Participate in bid-openings and technical and cost evaluations
• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
• Ensure adequate competition is achieved, as per IRD VN’s policies and procedures
• Perform due diligence for awarded procurement
• Maintain an updated database of local vendors and a list of prices as a reference for budgeting
• Maintain electronic procurement records & files in various IRD VN’s system platforms
• Develop the logistics plan for the goods purchased, according to the requirements of the departments or projects
• Perform regular spot audits of procurement files
• Travel to project sites when necessary to monitor delivery of procured goods to grantees and inspect quality of goods acquired
• Monitor purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions
• Close-out each purchase order once completed, according to established policies and procedures
• Work with the Executive Director to identify purchase orders that may require modifications or cancellation due to financial or administrative non-compliance
• Oversee preparations for staff trainings including overseeing the procurement of materials, modules, catering services, and venue rental

Contract Procurement and Monitoring

• Serve as primary point of contact and official representative of IRD VN to USAID and US CDC on all contractual matters; negotiate terms of contracts, subcontracts and grants;
• Contact all contractors on invoice or deliverable due dates to confirm submission of contractually-mandated payment documents
• Follow up on deadline payments for subcontractors in order to achieve monthly burn rate
• Verify the completeness of contractually-mandated payment documents from sub-contractors; submit to the Finance Team
• Alert the Finance Manager in the event of missed deadlines or deliverables
• Maintain a database of all subcontracts and the status of payments

US Government (USG) Compliance

• Be familiar with USG regulations related to procurement and subcontracting
• Train IRD VN staff and subcontractors in USAID and US CDC’s rules & regulations
• Perform necessary due diligence to ensure cost/price reasonableness and compliance with applicable USG regulations
• Navigate compliance issues between technical, contractual, finance and management personnel; effectively translate concepts to programmatic and technical colleagues
• At project start-up, review entirety of the contract, explain terms and conditions to project stakeholders, and ensure project documentation is in order

Other

• Oversee the day-to-day activities of the IRD VN Admin Officer
• Other tasks that are reasonably assigned or requested by the Management Team

REQUIRED QUALIFICATIONS:

• Bachelor degree of Trade, Supply chain management, Logistics, Business administration
• At least 5 years’ experience working as a Procurement Manager, Procurement Officer or Head of Procurement
• Fluency in Vietnamese
• English-language score on IELTS >7, or equivalent
• Knowledge of sourcing and procurement techniques
• Knowledge of either CDC or USAID procurement policies and guidelines will be advantageous
• Good knowledge of supplier or third-party management software
• Aptitude in decision-making and working with numbers
• Experience in collecting and analyzing data
• Strong leadership capabilities

REQUIRED SKILLS AND COMPETENCIES:

• Integrity and honesty;
• Talent in negotiations and networking;
• Good interpersonal skills (diplomacy, discretion and impartiality) are essential for this position;
• Experience working with Microsoft Excel, Word and PowerPoint including macros, data filter, pivot tables;
• Aptitude for clear and concise oral and written communications;
• Collaborative, innovative;
• Adheres to IRD VN’s values, which are: People-centered, Excellence, Integrity, Accountability, Equity, Unity.

APPLICATIONS SHOULD INCLUDE:

• A cover letter written in English
• A detailed Curriculum Vitae
• At least two employment references (Name, Phone Number, Email Address)

SUBMIT AN APPLICATION:

• By e-mail to [email protected]
• Subject ‘Application for Procurement and Contract Manager in HCMC’
• No later than 30 September 2022

Compensation will be commensurate with experience. Full benefits will be included in the compensation package. All applications will be carefully considered, but only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this means your application was unsuccessful.

IRD VN is an equal opportunity employer.