Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Vacancy

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are having an impact. We are a recognized leader in the global fight against HIV and AIDS, and we advocate for every child to live full and healthy lives into adulthood. For more than 30 years, EGPAF has responded to urgent pediatric HIV and AIDS needs in the most affected regions of the world. Every day, we implement our values ​​of passion, innovation, teamwork, leadership, integrity, excellence and fairness, while maximizing our impact on the communities we serve. Join us in our fight for an AIDS-free generation!

 

 

 

 

Title: Procurement Officer

Department: Procurement

Location Cameroon – Douala

Reports to: Procurement Officer

Closing Date: 4/14/2023

 

How will you fight for an AIDS-free generation?

The Procurement Officer, is a motivated and detail-oriented individual who will support the logistics and supply chain components of the project at the national level. He/she will work alongside other project staff at the national level to ensure that POC EID products are predictable and quantified, cleared (duty deductible), inspected, entered into a management system stocks, stored, distributed on the project sites, efficiently monitored and to provide a response to any stock shortages. He/she will work in collaboration with the project implementation manager in the country to design and implement systems for inventory management, cold chain, transport management, commodity storage, receipt of deliverables and consumption reports. He/she will also be supervised and guided by a Project Procurement Manager, based in Geneva, Switzerland.

No two days are the same at EGPAF, but what can you expect as a title?

Job Responsibilities:

POC EID Product Supply Chain Management:

Worked closely with the Global Project Procurement Manager and Country Implementation Manager to ensure products are quantified, predictable, procured , shipped, imported, stored and distributed accurately and in a timely manner to targeted service delivery sites and that their consumption is regularly reported to ensure accurate future quantification;
Handles country-level logistics related to product importation, customs clearance and required taxes/duties. Provides confirmation of product receipt and inspection in accordance with standard operating procedures;
With the assistance of the Global Project Procurement Manager, establishes or strengthens inventory management systems to track POC EID products from transportation and handling to final destination; and monitor and update inventory, distribution and pipeline information; Maintain a complete and accurate inventory database and ensure proper inventory reporting and controls are in place to accurately track quantities, location and usage of POC EID products;
Uses the inventory management system to identify and report potential fraud or loss using formal and well-established process means;
Investigate and secure appropriate storage and transportation services for distribution of POC EID products, including cold chain, if required. This may include negotiating with third party logistics providers.
Provides support in the development and implementation of a transition plan for the transfer of ownership, maintenance and management of the supply chain for POC EID products and consumables to national entities by May 2019.

Process improvement / compliance

Contribute to the design, development, implementation and maintenance of contextualized operation, purchasing, logistics and distribution procedures and guidelines, with a view to achieving the most cost-effective and efficient processes for purchasing and logistics in order to achieve operational excellence.
Liaise with other operations departments as well as procurement and logistics management programs to establish an integrated internal controls framework enabling consultative, transparent, technically sound and compliant purchasing decisions.
Guided by a sound knowledge of applicable rules and regulations of governments, organizations and donors, he provides guidance, advice and technical advice on policy interpretations, contractual issues and donor rules and policies in the purchasing and logistics.
Participate in the compilation and sharing of procurement and logistics best practices from networks, trainings, workshops and conferences, et cetera, to ensure a dynamic and relevant procurement and logistics function.
Accelerate deliveries and secure supplier engagement.

Supplier relationship management

Assist in the coordination of procurement strategies and their implementation – through a comprehensive and open process, from a comprehensive supplier base for the supply of goods and services, by carrying out continuous market research to ensure a reliable and competitive suppliers.
Help manage and maintain a collaborative relationship with suppliers at all levels; ensure that suppliers of EGPAF goods and services meet their obligations on time, are paid on time and that any disputes that arise are handled in a professional, procedural and consultative manner.
Participate in negotiations with vendors to help EGPAF comply with U.S. VAT non-payment regulations, vigorously pursue pending VAT exemption requests, vendor refunds, and maintain a status report exemption from VAT.
Negotiate with suppliers to obtain optimum value for money for goods and services.

Documentation

Prepare and submit for review vendor evaluations/analysis, award requests, purchase orders, service contracts and other procurement documents.
Ensure strict compliance with applicable procedures, accuracy and completeness of supporting documents relating to purchases
Produce and disseminate comprehensive, accurate and relevant monthly procurement reports, on user-friendly and standardized templates, in support of project management decision-making.
Assist in identifying and/or soliciting the organization’s archival needs, matching them with existing resources and, if necessary, implementing innovative and cost-effective solutions to meet growing needs; also assist in managing EGPAF’s archival records in a systematic/orderly and secure manner to ensure strict adherence to applicable record retention provisions.
Assist in the facilitation, development and dissemination of checklists, templates and other tools for procurement and logistics – ensuring standardized implementation across all EGPAF offices.

Asset and Supply Management

Assist in ensuring availability of supplies by maintaining a full inventory of supplies (both EGPAF and field support supplies) and performing periodic/unexpected audits of procured supplies as a measure additional and documented internal control.
Participate in the coordination of asset purchase based on assessed needs, systematic tagging, insurance (and claims processes), annual documented physical verification and liquidation at close as required project specific disposal.

Fleet Management

Provide high-level fleet management advice including optimal schedules, documented and analytical reporting of vehicle usage logs against satellite tracking information, fuel consumption reports and one master schedule for all vehicles.
Coordinate vehicle rental services to meet current fleet needs.

Other Responsibilities:

Notify the line manager of any issues that may arise, such as damage, loss, expiration date, out of stock, attempted break-in or theft.
Recommend any additional procedures/guidelines related to logistics to the global project teams and the country team for review, approval and adoption.
Meet timelines and deadlines for relevant deliverables as requested by the global UNITAID project team.
Using logic, data and contextual awareness to optimize resources when negotiating service level agreements (if required).
Define UNITAID project priorities and needs and organize logistical tasks accordingly (transport, travel, schedules, etc.).
Participate in the organization of meetings with suppliers as required.
Updates and shares knowledge by studying existing and new regulations, participating in training activities, reading professional publications and maintaining personal networks.
Support continuous innovations, adoption of best practices and regular reviews of supply and logistics operations for optimal efficiency.
Recommend to the Procurement and Logistics Manager any additional procurement and logistics procedures/guidelines for approval and adoption.
Participate in the analysis of risk areas in supply and logistics operations and recommend mitigation solutions
Other duties as required

To be successful you must have:

Required qualifications, knowledge and skills

Qualifications:

Bachelor’s degree or diploma in commerce , purchasing, supply chain management, logistics, operations or any other relevant area required
Experience with supply chain management or logistics is preferred
Uncompromising integrity
Knowledge of commodity management tracking systems
Proven supply chain management and logistics skills
Customer service approach with excellent communication and negotiation
skills Strong interpersonal skills
Strong computer literacy including excellent skills and ability to use new databases.
Able to work in a team, including local government staff
Fluency in English and French.

How to Apply

Qualified applicants should submit a CV and cover letter.

Please note that only shortlisted candidates meeting the above requirements will be contacted.

  This position is subject to donor funding.

As a global, multinational and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and strengthens our impact and effectiveness. We believe that employees have the right to work in an atmosphere of mutual respect and integrity that promotes dignity and respect for all, and allows them to reach their full potential. The Foundation is committed to promoting Diversity, Equity, Inclusion, and Belonging (DEI&B), and we strongly encourage people with the following identities to apply: BIPOC (Black, Indigenous, and Other People of Color) , women and non-binary, LGBT+ (lesbian, gay, bisexual and transgender), people with disabilities and other members of historically underrepresented groups.

EGPAF is an equal opportunity employer and provides equal opportunity to all employees and applicants for employment, regardless of race/ethnicity, color, religion, gender (including pregnancy, gender identity, gender expression and sexual orientation), national origin, age, disability or heredity. In addition to national law requirements, EGPAF complies with US laws governing nondiscrimination in employment in all locations where the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact fraud@pedaids.org .

Apply ONLY online via the form available at: https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?rid=2981&org=PEDAIDS&cws=41&cws=41

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Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Job Vacancy

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting the urgent needs of pediatric HIV and AIDS in the world’s most affected regions. We carry out our values ​​of passion, innovation, teamwork, leadership, integrity, excellence, and equity every day while maximizing our impact in the communities we serve. Join us in our fight for an AIDS-free generation!

Title: Procurement Officer

Department: Procurement

Location Cameroon – Douala

Reports To: Procurement Manager

Closing Date: 4/14/2023

Job Summary:

The Procurement Officer is a detail-oriented, self-motivated individual who will support the country-level logistics and supply chain components of the project. He/she will work alongside other country-level project staff to ensure that POC EID products are forecasted and quantified, cleared through customs (with duties exempted), inspected, entered into an inventory management system, warehoused, distributed to project sites, tracked in an efficient manner, and support the response to any stock shortages that may arise. He/she will work in collaboration with the Project Implementation Manager in the country to design and implement systems for inventory management, cold chain, transportation management, product storage, receipt of deliverables, and consumption reporting.

No two days are alike at EGPAF, but what can you expect as a Procurement Officer?

Job Responsibilities:

Supply chain management of POC EID products:

· Works closely with the global Project Procurement Lead and the Country Implementation Manager to ensure products are accurately and timely quantified, forecasted, procured, shipped, imported, stored, and distributed to targeted service delivery sites and that their consumption is regularly reported to ensure accurate future quantification;

· Manages country-level logistics related to product importation, customs clearance, and required taxes/duties. Provides confirmation of product receipt and inspection per standard operating procedures;

· With guidance from the global Project Procurement Lead, establishes or strengthens inventory management systems to track POC EID products from transport and handling to the final destination; and monitor and update stocks, distribution, and pipeline information; Maintains a complete and accurate inventory database and ensures proper inventory reports and controls are in place to accurately track POC EID product quantities, location and usage;

Utilizes the inventory management system to identify and report potential fraud or loss through a formal, established process;

· Investigates and secures appropriate storage and transportation services for POC EID product distribution, including cold chain as needed—this may include negotiation with third-party logistics providers;

Supports the development and implementation of a transition plan for transferring the ownership, maintenance, and supply chain management for POC EID products and consumables to relevant national entities by May 2019. Process

Improvement / Compliance

Contribute to the design, development, implementation, and maintenance of contextualized procurement, purchasing, logistics, and distribution operating procedures and guidelines achieving the most cost-effective and efficient processes for procurement in order to attain operational excellence.

Liaise with other operations departments as well as programs in procurement execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient, and compliant procurement decisions.

· Guided by a solid grasp of applicable government, organizational, and donor rules and regulations, provide guidance, advice, and technical opinions on policy interpretations, contract matters, and donor mandates in the realm of procurement.

Assist in collating and sharing best practices in procurement from networks, training, workshops, and conferences, et cetera to ensure a dynamic and relevant procurement function.

Expedite deliveries and ensure vendor commitment.

Vendor Relationship Management

Assist in coordinating sourcing strategies and developing – through a full and open process a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base.

· Help manage and maintain a collaborative relationship with vendors at all levels; ensure that EGPAF suppliers for goods and services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural, and consultative manner.

Assist in negotiating with vendors to facilitate EGPAF’s compliance with USG regulations on non-payment of VAT, vigorously pursue outstanding VAT exemption claims, and reimbursement checks from vendors, and maintain a report on the VAT exemption status on a quarterly basis.

Negotiate with vendors to achieve value for money (VFM) for goods and services.

Documentation

Prepare and submit for review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services, and other procurement documents.

Ensuring strict adherence to applicable procedures, accuracy, and completeness of procurement supporting documents.

· Generate and disseminate complete, accurate, and relevant monthly procurement reports on user-friendly, standardized templates to support project management decision-making.

Help identity and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost-effective solutions to match the growing needs; also assist to manage EGPAF’s archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions.

Assist in the Facilitation, development, and dissemination of procurement checklists, templates, and other tools – ensuring a standardized implementation across all EGPAF offices.

Asset & Supply Management

Assist in ensuring the availability of supplies by maintaining a comprehensive inventory of supplies (both EGPAF and site support supplies) and conducting periodic/surprise audits of procured supplies as an additional documented internal control measure.

Assist in coordinating the purchase of assets based on assessed needs, systematic tagging, insurance (and related claims processes) annual documented physical verification, and disposal at close out per project-specific disposal provisions.

Fleet Management

Providing high-level fleet management advice including optimal scheduling, documented and analytical reports on vehicle usage logs vis a vis satellite tracking information, fuel consumption reports, and master calendar for all vehicles.

Coordinate vehicle hire services to supplement current fleet needs.

Other responsibilities:

· Inform the line manager of any problems arising such as damage, loss, expiries, stockouts, attempted break-ins, or theft.

Recommend any additional logistics-related procedures/guidelines to the Project Global and Country Teams for review, approval, and adoption

Adhere to timelines and due dates for relevant deliverables as requested by the UNITAID Project global team

Use of logic, data, and contextual knowledge to ensure the best value for money when negotiating service-level agreements (when applicable)

· Define the priorities and needs of the UNITAID project and organize logistical tasks accordingly (transport, movements, schedules, etc.).

· Assist in organizing supplier meetings as and when necessary.

· Updates and shares knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications, and maintaining personal networks.

· Support continuous innovations, adoption of best practices, and regular reviews of procurement operations for optimal efficiency.

· Recommend to Procurement Manager any additional procurement procedures/guidelines for approval and adoption.

Help in analyzing risk areas in procurement operations and recommend mitigating solutions

Other duties as required

To be successful, you will have:

Degree or diploma in business, procurement, supply chain management, logistics, operations, or other relevant field required
Experience with supply chain management or logistics is preferred

Skills knowledge and abilities

Uncompromising integrity

Knowledge of commodity management tracking systems
Proven supply chain management and logistics skills
Customer service approach with excellent communication and negotiation skills
Strong interpersonal skills
Strong computer literacy, including excel skills and the ability to learn new databases.
Able to work in teams, including local government staff
Fluent in English and French

How to Apply

Qualified candidates should submit a CV and cover letter.

Please note that only shortlisted applicants meeting the above requirements will be contacted.

This position is subject to donor funding.

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. The Foundation is committed to advancing diversity, equity, inclusion, and belonging (DEI&B), and we strongly encourage those with the following identities to apply: BIPOC (black, indigenous, and other people of color), women and non-binary, LGBT+ (lesbian, gay, bisexual, and transgender), individuals with disabilities, and other members of historically underrepresented groups.

EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability, or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact fraud@pedaids.org