JOB SUMMARY
Supports activities related to the procurement of materials, parts, and equipment for the Department of State, Regional Strategic Assistance Section: DOS/RSA-funded EpiC Thailand program, covering both the HIV Epidemic Control and the Global Health Security (GHS) components. Submits and processes purchase orders as authorized, following policies and procedures for the operation of procurement activities. Assists with monitoring Thailand Activity costs, schedules, and performance to ensure the approval and payment of transaction completion. Coordinates purchasing activities with other departments to maintain inventories at planned levels. Responsible for other administrative tasks as required.
DUTIES AND KEY RESPONSIBILITIES:
โ Collaborates with EpiC Thailand team to ensure the efficient acquisition of goods and services for the EpiC Thailand projects.
โ Prepares, maintains, and reviews purchasing files, reports, and price lists for the EpiC Thailand projects.
โ Assists with developing bid specifications for EpiC Thailand procurements.
โ Collaborates with Global Procurement to ensure EpiC Thailand procurement packages receive appropriate review and approval.
โ Reviews requisition orders to verify accuracy, terminology, and specifications.
โ Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries, to ensure contract terms and company needs are met.
โ Approves bills for payment and calculates costs of orders, and forwards invoices to appropriate accounts.
โ Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members, and vendors.
โ Checks shipments to ensure orders are filled correctly and goods meet specifications.
โ Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
โ Maintains documentation of purchase orders and verifies invoices for payment with accounting.
โ Assists with developing and revising procurement operating procedures and policies.
โ Interacts with internal and external customers to ensure purchasing activities within functional areas are met and comply with government regulations and company procedures.
โ Analyzes quotations received, selects or recommends suppliers, and schedules deliveries.
โ Supervises preparation of orders and follows up to expedite delivery and shipment.
โ Obtains certifications of delivery and conducts checks against orders. Checks and approves invoices for orders placed.
โ Updates the EpiC Thailand procurement tracker
โ Develops and maintains necessary records and files for efficient operation.
โ Performs other administrative tasks and other duties as assigned.
KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:
โ Typically requires 3-5 years of procurement and administrative support experience.
โ Working knowledge of standards and functions, and applies the fundamental concepts, practices, and procedures of procurement activities.
โ Knowledge of organizational policies and procedures regarding procurement services.
โ Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
โ Good problem-solving skills, well organized, and detailed oriented.
โ Excellent oral and written communication skills in Thai and English
โ Proficient use of Microsoft Office and computer software skills.
โ Prior experience working on United States Government-funded contracts preferred.
โ Prior experience in a non-governmental organization (NGO) preferred.
EDUCATION
โ Bachelor's Degree or Masterโs degree in Finance, Accounting, Business Administration, Management or a related field.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
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