POSITION DESCRIPTION
TITLE: Procurement Assistant
LOCATION: Monrovia, Liberia
REPORTS TO: Country Director
About Americares

Americares is an emergency response and global health organization committed to saving lives and building healthier futures for people in crisis in the United States and around the world. Since it was established in 1979, Americares has delivered more than $12 billion in humanitarian aid to 164 countries, including the United States. Together with its global network of more than 3,500 hospitals, clinics and community health partners, Americares is improving health outcomes for millions of people in need each year.
Position Summary
Manages and executes procurements associated with the project. Prepares and processes requisitions, purchase orders and contracts for materials, supplies and services. Ensures they are in conformity with Americares policy. Provide efficient and effective Procurement Services.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manages and executes procurements associated with the project’s activities.
Implements standard pre-assessment criteria.
Prepares solicitation documents, solicits all competition requirements including advertisements for services, drafts final vendor selection or non-competition justification for files.
Maintains the procurement tracker.
Chairs procurement committee meeting.
Prepares all relevant documentation for approval.
Monitors the procurement process and ensures completion.
Prepares and processes requisitions, purchase orders and contracts for materials, supplies and services. Ensures they are in conformity with Americares policy.
Provides advice and guidance to staff on procurement matters for all office administration-related procurements.
Analyzes procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices and experience.
Measures vendor performance and manages vendors concerns and questions.
Develops and maintains and updated vendor list by category of items with at least three vendors for each category.
Creates and maintains procurement records, including electronic records in the Americares SharePoint system and other systems, ensuring accuracy and integrity of data.
Develops and updates procurement-related policies and procedures, tools and training materials in conjunction with HQ.
Ensures that program vehicles are fully licensed and insured at all times.
Plans, organizes, and leads the bid solicitation process including drafting and issuing RFQs and RFPs, developing bid evaluation criteria and guiding staff on processes involved.
Manages the bid evaluation process ensuring the integrity of the competitive process. Facilitates bidder debriefings. Organizes and coordinates technical review committees for RFQ and RFP responses.
Analyzes, negotiates and prepares contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of Americares. Leads negotiations with project vendors during the contracting stage, including: rates, discounts, alternative fee arrangements and leverage spending.
Monitors and reviews progress of contractual agreements. Reviews invoices prior to approval for payment, resolving any problems that arise.
Performs post contract evaluations.
Ensures all regular reports regarding procurement activities are completed in a timely manner.
Performs other duties and undertakes other projects as may be assigned from time to time.