American Embassy Recruitment: Procurement Agent

The U.S. Mission in Accra, Ghana is seeking eligible and qualified applicants for the position of Procurement Agent in the General Services Office (GSO) of the Embassy.

Job Description

Job Title: Procurement Agent

BASIC FUNCTION OF POSITION

•   The incumbent provide direct supervision to six (6) Locally Employed (LE) Staff in the GSO Procurement section and provide advice to the Contracting Officer, Supervisory GSO, and Management Officer as needed on procurement activities. Manages contracting activities for the Mission.

MAJOR DUTIES AND RESPONSIBILITIES

•   The incumbent advises Contracting Officer and Contracting Officer representative on contracts and other procurement actions.
•   S/he advises customer base to ensure procurement requests are accurately submitted in a timely manner and to intervene and educate, as needed to solve problems; supervises three purchasing agents and three purchasing clerks directing daily assignments (and projects), training, writing evaluations, and determining leave schedules all with a focus on customer service.
•   Receives requests for goods, services and requests for quotes from ICASS customers and determine the method of procurement and source.
•   S/he takes action on purchase request in accordance with the method of acquisition, ranging from a rather simple Blanket
•   Purchase Agreement (BPA) to a detailed purchase order with option years; properly document procurement actions as required by Department of State regulations. BPA and Purchase Card actions are maintained in hardcopy files and all others are kept electronically.
•   Incumbent writes detailed solicitation documents for high dollar acquisitions; advertise appropriately; receive, analyze and review proposals with the Technical Evaluation Panel and conduct cost analysis to ensure price reasonableness and when over $25,000 warrant of the Contracting Officer prepare documentation for contract approval with A/OPE.
•   Properly document all contractual actions and maintain files, submitting and logging files as needed. Compile cost figures for use by the Financial Management Office in preparation of the annual end of year procurement cycle or Post acquisition plans. Develop and maintain market data on suppliers and prices. Provide summaries of contractors’ performance with reference to cost, quality, and delivery of materials. Receives procurement requests in Ariba and determines the best method of procuring the required goods or services, researches sources of supply to evaluate cost and availability and ensure adequate competition in accordance with Federal Law.
•   Purchases requested supplies/service and tracks procurement. Receives and deliver items to the customer and coordinates as needed with vendors to ensure prompt payment. S/he must properly maintain both paper and electronic files as needed to ensure compliance with Federal Acquisition Regulations (FAR) and Department of State Acquisition Regulations (DOSAR); maintain records of all procurement activities using Ariba’s eFiling programming and file reports for all procurements over the $3500 threshold to the Federal Procurement Data System (FPDS). Performs other duties that may be assigned by the General Services Officer.

Qualification Required & Experience

Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

•   EDUCATION: Bachelor’s degree in Business Administration, Finance or Acquisitions is required.
•   EXPERIENCE: Minimum of four years of experience in a logistical, procurement, or supply environment is required.
•   LANGUAGE: English Level 4 (Fluency; speaking/reading/writing) is required. Good working knowledge of written and spoken English is required. (Language proficiency will be tested.)
•   SKILLS AND ABILITIES: Must be able to negotiate purchases to ensure lowest cost consistent with company standards for quality products and maintain knowledge of the local representatives and distributors and build constructive relationships. Must have a valid local driver’s license (Class B)
•   JOB KNOWLEDGE: Must have comprehensive knowledge of purchasing methods, and Department of State acquisition procedures, contracts, and research methods.

-OR-

•   EDUCATION: Two years of college studies in Business Administration, Finance, Procurement or Acquisition is required.
•   EXPERIENCE: Minimum of six (6) years of experience in a logistical, procurement, or supply environment is required.
•   LANGUAGE: English Level 4 (Fluency; speaking/reading/writing) is required. Good working knowledge of written and spoken English is required. (Language proficiency will be tested.)
•   SKILLS AND ABILITIES: Must be able to negotiate purchases to ensure lowest cost consistent with company standards for quality products and maintain knowledge of the local representatives and distributors and build constructive relationships. Must have a valid local driver’s license (Class B)
•   JOB KNOWLEDGE: Must have comprehensive knowledge of purchasing methods, and Department of State acquisition procedures, contracts, and research methods.

SELECTION PROCESS:

When qualified, applicants who are U.S. Citizen Eligible Family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specifically address the required qualifications above in their application.

HIRING PREFERENCE ORDER:

(1) USEFM who is ALSO a preference-eligible U.S. Veteran
(2) USEFM OR a preference-eligible U.S. Veteran
(3) FS on LWOP

ADDITIONAL SELECTION CRITERIA:

1. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report (EPR) are not eligible to apply.
3. Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
4. The candidate must be able to obtain and hold a security clearance.
5. Candidates who are EFMs, USEFMs, AEFMs, or MOHs must have at least one year remaining on their sponsor’s tour of duty to be considered eligible to apply for this position.

Salary: GH¢42,848 p.a. (Starting salary)

Location: Accra

How To Apply For The Job

Applicants must submit the following documents to be considered:

1. Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above); and
2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, certificates, degrees, etc.)

WHERE TO APPLY:

Human Resources Office U.S. Embassy Mailing Address:

Human Resources Office
Through the Mailroom Chancery
American Embassy, Accra
P. O. Box 194, Accra

FAX Number: 0302-741389
Telephone: 0302-741000
E-mail Address: [email protected]

Closing Date: 14 June, 2016

NOTE: ALL U.S. AND NON-GHANAIAN CITIZENS, WHO ARE NOT FAMILY MEMBERS OF USG EMPLOYEES OFFICIALLY ASSIGNED TO POST AND UNDER CHIEF OF MISSION AUTHORITY, MUST ATTACH COPIES OF THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO THEIR APPLICATIONS TO BE ELIGIBLE FOR CONSIDERATION. NO RELOCATION EXPENSES ARE PROVIDED TO THE JOB LOCATION: ACCRA, GHANA. IF TRANSPORTATION TO ACCRA IS REQUIRED, IT WILL BE THE EMPLOYEE’S RESPONSIBILITY.

IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).

EQUAL EMPLOYMENT OPPORTUNITY:

The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs. The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation.

Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.