Procurement and Logistics Specialist

Procurement and Logistics Specialist

USAID Vietnam Urban Energy Security (VUES)

Scope of Work

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com).

Project Background

The Vietnam Urban Energy Security (VUES) is a 4-year, USAID funded activity that addresses the problems of growing energy demand and air pollution from large coal projects and current urban energy practices in Vietnam. The activity supports cities to take advantage of 1) the technological advancements and cost reductions of advanced, distributed energy solutions such as rooftop solar, battery storage, and demand response; 2) cleaner forms of transport; 3) energy efficiency and modern energy technologies for municipal services (such as LED street lighting, super-efficient air conditioners, etc.); and 4) business opportunities for local entrepreneurs  in deploying distributed energy systems and services.

The specific objectives of this activity are to assist Vietnamese cities to:

1. Improve enabling policies, regulations, and city-level plans/programs for the deployment of resilient, distributed energy services;
2. Mobilize public and private sector investment for the deployment of advanced, distributed energy systems;
3. Increase adoption of innovative technologies, practices, business and financing models for advanced, distributed urban energy solutions.

Position Overview

The Procurement and Logistics Specialist will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The main responsibility for this position is to conduct procurement of goods and services. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement and Logistics Specialist will be responsible for gathering complete procurement related backup documentation and auditing prior to submission to Finance Team. He/She will develop and release solicitations, and conduct price/cost/reasonability analyses, as well as perform any other related duties as assigned. S/he will report to the Operations and Finance Manager and coordinate closely with other members of the operations and grants teams.

Responsibilities

Audit

• Prepare complete backup documentation for procurement purchases & submit to project’s Finance Team
• Conduct daily reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance
• Perform regular spot audits of procurement files
• Assist and collaborate in external or internal audits as necessary

Policies & Procedures

• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
• Ensure adequate competition is achieved, as per DAI policies and procedures
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
• Help other project staff become more familiar, and understand, the DAI policies and procedures as related to procurement

Procurement Management Systems

• Enforce use of DAI’s operations & procurement system (TAMIS), etc
• Maintain electronic procurement records & files in various DAI’s system platforms
• Help DAI staff understand the use of procurement systems as necessary

General Acquisition & Procurement Responsibilities

• Solicit bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
• Monitor, track and expedite all project procurement activities and delivery status of goods/services
• Gather current pricing information independently
• Conduct price/cost/reasonability analyses
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
• Determine source selection methods for complex procurement to ensure compliance
• Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
• Prepare cost evaluation data, and source selection documentation
• Ensure procurements are approved by the required DAI authorities, and/or client approvals are received, before awards are made
• Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
• Maintain procurement file system in DAI’s procurement system (TAMIS)
• Work closely with various home office support staff
• Carry out other duties and responsibilities as directed

Other

• Coordinates events, meeting and logistics for in house and external events which include conference room reservations, arranging for meeting refreshments, notification to members, distribution of meeting materials and minutes, and confirming participant reservations and attendance
• Other duties as directed by supervisor

Qualifications

• Bachelor’s degree in Business Administration or related field
• 5+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization
• Minimum 2 years’ experience working in a procurement role for USAID funded projects
• Experience leading and managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to time sensitive demands & inquiries
• Proficiency using Microsoft office suite, and other relevant software
• Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
• Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process
• Ability to manage and prioritize multiple concurrent bids
• Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
• Extremely well organized and self-directed individual with sound technical skills, and analytical ability
• Fluency in English is required

Level of Effort, Location and Reporting

This is a full time position. The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Procurement and Logistics Specialist reports to the Finance and Operations Manager.  The position is based in Hanoi.

Application Instructions

Applicants should apply via Formsite at this link:
https://fs9.formsite.com/daisuppliers/itlfchkr5h/index.html

Select the position in which you are interested in applying for, fill out the required information and upload CV. Only finalist candidates will be contacted.

Only applicants that apply via this link will be reviewed. No phone calls or in-person applications will be accepted. Positions are for Vietnam Nationals only.