Procurement and Contracts Officer, Healthy Markets project, Mekong Program
Tracking Code: 7354
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. Working in Vietnam since the early 1980s, PATH established a permanent office in Hanoi in 1997.
PATH currently seeks a full-time Procurement and Contracts Officer who will provide programmatic and administrative support to the Healthy Markets project. Key responsibilities and duties include:
- Grant monitoring
- Develop and update tools for sub-recipient annual risk assessment; participate in conducting the assessment;
- Communicate key program 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 for entry on Sales Force.
- Contracts and 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; determine key steps based on procurement thresh-holds; establish procurement section committees, criterion, scoring and selection recommendation documentation;
- Lead and coordinate verification that mock-ups; first run products or services are according to specification and quality standards;
- Where required, update project procurement standard operating procedures; vendor selection, review and monitoring tools and forms;
- Ensure procurements comply with PATH and USAID rules and regulations;
- Regularly review, update and lead systems improvements related to procurement and sub-award monitoring according to PATH and USAID’s regulations;
- Oversee project equipment list, disposition procedures and warehouse administration;
- Update and annually review preferred and barred vendors list;
- Coordinate with PATH Mekong Office and HQ on procurement procedures and issues.
- Administration
- 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;
- Fluency in English and excellent oral and written skills.
Required Experience
- BA or BS degree;
- Five or more years of relevant program, procurement and administrative experience required;
- Experience must include procurement, contracting, scheduling, creating spreadsheets, writing, editing, and proofreading;
- Experience in managing procurement systems and controls and contracting;
- Experience in monitoring performance and compliance of sub-recipients/vendors;
- Ability to understand health and HIV material;
- 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
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