Senior Procurement Officer
Position Summary Expectations - Duties, Responsibilities
The main objective of this contract is to have in place a procurement consultant who manages all procurement related services on a daily basis within the procurement unit of the MOH-LIT, in order to facilitate the efficient and effective implementation of the GF grants at SI/SSI level and in close coordination and collaboration with MOH-LIT Management, Program/M&E and Finance Units.
Term of Reference
SPO works under the direct supervision of the chief of procurement, and with overall guidance from the Project Manager in charge of Budgets and Finance. To be effective in this position, SPO is required to coordinate closely with other procurement officers of all sub-implementers and sub-sub-implementers as necessary to carry out the following key functions: (i) the development, and consolidation of all procurement plans and requests, (ii) implementation and management of all procurement processes and outputs as per MEF SOPs and GF Guidelines, and (iii) monitoring and reporting of all procurement plans under both the grants and in compliance with GF and MEF requirements.
- Function #1: Development and Consolidation of Grants' Procurement Plans
- Guide and provide inputs for the development of a multi-year procurement plans for the new grant making for the implementation cycle 2024-2026. To do this, coordinate with all sub implementers (SIs) to develop the list of health products and non-health products as well as services with costings based on historical practices, internet searches and consultations with MEF-PR and Global Fund's focal officer for procurement.
- Review and consolidate annual procurement plan of all Sls against approved multiyear procurement plans of the grants (breakdown by years and quarters), and ensure that the plans are fully compliant with the RGC's SOP in procurement and TGF related procurement and financial guidelines, and consolidated into Grants' annual procurement plan for approval of MEF-PR; in conjunction with the Grant Annual Work Plan and Budget.
- Assist SIs to liaise with TGF's focal officer and Wambo point of contact and suppliers (third parties) to initiate procurement processes of all procurement items as articulated in the approved annual procurement plan, and to collect adequate information/ documents for a regular update across the grants. This is to ensure procurement procedures and authorization procedures are implemented strictly and timely.
- Update and confirm compliance of procurement policies to LIT's Project Managers and all staff and TAs involved in the evolving procurement and budget plans, and lead the MoH-LIT in ensuring that the procurement plans are implemented and progressed in a timely fashion.
- Ensures that all pharmaceuticals are purchased and protocols are in place following Inter-Agency Guidelines: Operational Principles for Good Pharmaceutical Procurement in accordance with the GFATM quality assurance policy.
- Ensures pre-qualification of medicines, diagnostic tests and other health commodities where applicable according to GFATM guidelines.
- Seek and obtain technical support on specifications, cost implications and logistics for safe delivery both internationally and nationally.
- Function #2: Implementation and Management of Grants' Procurement Plans
- Ensures procurement procedures and authorization procedures are followed as per RGC SOP and GF Procurement Guidelines within LIT and at SI/SSI level
- Prepares/oversees contract and other documents which are related to procurement at LIT and SI/SSI level
- Coordinates with selected suppliers and contractors to make sure that all goods are delivered as per agreed deadlines and in agreed quantity and quality
- Keeps follow up and double checks with relevant staff to control and review the quality of goods or services
- Controls budget to follow the procurement and logistics plans and in compliance with RGC and GF policies/procedures
- Updates and confirms compliance of procurement policies to management and all staff
- Facilitates the process of pre -clearance of goods; follow up closely with suppliers andclearance agents to ensure pre-clearance documents provided are as prescribed, completed and accurate. Customs clearance is done in a reasonable timeframe. Follow up with procurement focal persons at CMS and district levels in order to ensure goods imported are received and distributed to SIs in a timely manner and in good condition.
- Ensure fixed assets registered are regularly updated and signed and provided by National Programs/SIs/SSIs. Randomly conduct spot checks during periodic monitoring visits. Relevant insurances shall be made and renewed/re-procured promptly in order to ensure insurances are fully covered, and there will be no gap.
- Attend the negotiations with Procurement Agents and other suppliers, and ensure contracts are finalized promptly and participate in contract supervision.
- Respond to the queries and requests of TGF and all SIs and relevant partners regarding the procurement issues and challenges. This is to proactively address the delays and other emerging risks, in particular for the outstanding and completion of main procurements.
- Work closely with procurement officers of all SIs to review and revise Procurement Budget Plans to accompany reprogrammed budgets as needed
- Work closely with suppliers and finance team to verify the expenditures (pre-payments) for the completed and outstanding cost estimates.
- Gather stock consumption reports and balance of Health Products/Consumables purchased by the Global Fund Grant and make a consolidated report with adequate information and supporting documents as required.
- Ensure that all procurement actions are conducted according to RGC Procurement SOP and GF Guidelines and applicable policies and procedures as well as the highest degree of personal and professional ethics
- Function #3: Monitoring and Reporting of Grants' Procurement Plans
- Undertake overall responsibility for the oversight of all procurement services including proper documentation and reporting.
- Develop the procurement tracking system based on practices under previous grants and assist SIs to track the procurement status on a quarterly basis.
- Use the data-tracking system to provide inputs for Progress Update with Disbursement Request (PU/DR), and submit regular reports on procurement services including monthly procurement reports for the C19RM component.
- Provide technical support on specifications, cost implications and logistics for safe delivery both internationally and nationally.
- Evaluate submissions to ensure technical compliance with the needs of all SIs and cost efficiency of purchased goods and services.
- Maintains inventory of products procured under the Global Fund Grant, ensuring that all assets are properly registered, verified, transferred, hand over or disposed according to the policy and procedure required by MEF-PR and the GF
- Identify risks and ensure that proper internal controls within procurement operations of the project are developed and strictly enforced
- Ensure recommendations of the annual audit of procurement processes and GF Performance Letters are implemented Perform any other tasks as requested by LIT Managers/Directors
- Qualifications
- University Degree (or higher) in Management, Business Administration or a related field
- Degree/Diploma in supply chain management is preferred
- Experience
- At least 5 years’ experience in the field of procurement and purchasing in Cambodia
- At least 2 years work experience in externally assisted projects.
- Experience with The Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM) projects will be considered an advantage.
- Experience in procurement of pharmaceuticals, health products and/or health equipment will be considered an advantage
- Competencies
- Comprehensive knowledge of Cambodia Procurement Laws and international procurement standards.
- Knowledge of international pharmaceutical procurement and supply systems.
- Extensive knowledge of Contract Law and its application to the purchasing processes
- Comprehensive knowledge of licensing requirements, insurance, and bonding requirements.
- Knowledge of RGC SOP for procurement for Externally Financed Projects/ Programs in Cambodia and GF Procurement guidelines and quality assurance policies.
- Self-motivated, possesses a positive outlook, flexible and able to work without close supervision and when under pressure.
- Strong leadership, management, and analytical skills. Proven ability to analyze reports or issues and to provide appropriate recommendations required
- Very resourceful, able to coordinate multiple tasks. Excellent team player, creative, out-going and has outstanding organizational skills.
- Ability to establish and maintain effective working relationships with colleagues, supervisors, stakeholders and suppliers.
- Excellent coordination, negotiation, facilitation and customer service skills.
- Excellent documentation, budget and contract management skills
- Highly competent with IT systems including use of MS Office suite (Excel, Word, PPT & Outlook Express), Sun Systems or a similar system, and Internet
- Demonstrated effective verbal, presentation and communications skills in English and Khmer are required.
