Procurement Agent at US Embassy

Summary:

The U.S. Embassy Abuja, Nigeria is seeking eligible and qualified applicants for Procurement Agent positions in the General Services Office.

Duties

The incumbent procures a variety of goods and services for all agencies at post. They will also perform contract administration on all formal contracts, purchase orders, and other contracting instruments. The incumbent is responsible for maintaining a filing system for all contracting activities and reports directly to the procurement supervisor. 

The incumbent receives procurement and contracting assignments from the procurement supervisor. The incumbent then reviews the request to determine the type of procurement action and sources necessary to complete the task. This includes determining if a good, service, or both must be procured. The incumbent then obtains the specifications necessary for obtaining goods or services and subsequently determines the probable cost and fiscal accounts that will need to be charged. The incumbent then reviews the statement of work (SOW) or government cost estimate (when applicable} and coordinates with the requesting office for any missing details when necessary.  The incumbent then requests bids and/or quotes for purchases. Once the quotes or bids are received by the procurement agent, The incumbent will analyze the responses with the supervisor and prepare a summary {including their recommendation} to the contracting officer.

The incumbent will often conduct site visits to local vendors to both determine the capability of vendors and to negotiate prices. The incumbent will participate in any subsequent negotiations between the contractor and contracting officer/procurement supervisor. Where applicable, the incumbent will conduct site visits for vendors and conducts market survey. The incumbent must have ability to explore market intelligence.

The incumbent will draft contracts, purchase orders, blanket purchase agreements, and work with other contracting instruments as necessary. The incumbent will prepare contract modifications and prepare solicitation documents for all contracts and purchase orders. The incumbent will ensure compliance with all Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR}, and the Foreign Affairs Manual (FAM) as well as use appropriate GA boilerplate documents. The incumbent will maintain an effective file management and retrieval system. The incumbent will subsequently update this filing system with all modifications, correspondence, and action items to ensure all contracting actions are filed appropriately. The incumbent will place all contract modifications and other procurement files electronically on the procurement server.

The incumbent conducts weekly follow-up with the Budget and Finance office to ensure all contracting actions are funded in a timely manner. The incumbent reviews vendor invoices and compare the invoiced amounts to the funded amounts to ensure accuracy of procurement actions. The incumbent conducts weekly follow up to ensure that approved invoices are paid in accordance with the Prompt Payment Act. The incumbent conducts market research of available contractors and ensures the pool of available contractors is updated quarterly. The incumbent maintains an electronic database of contractor performance reports to track the quality of contractor actions. The incumbent develops and maintain market data relative to contractors and their prices. The incumbent maintains and updates contracting reference material including agency regulations and instructions, US Federal specifications and standards, and examples of contracts using available internet resource sites. The incumbent prepares ratifications action requests for unauthorized commitments. The incumbent reviews contracting officer's representative (COR) files for compliance with set COR standards. They ensure the prompt administration of assigned contracts by monitoring both COR and BPA caller action  

Education Requirements:

• At least two (2) years of college studies in Business Administration, Management, Mathematics, Purchasing & Supply or related field is required. 

Experience:

• Minimum of three (3) years of progressively responsible procurement related experience is required.

Skills And Abilities:

• Ability to learn local market practices and the capability of local contractors as well as learn to understand local pricing customs and practices is required. Computer skills with proficiency in Microsoft Word and Excel spreadsheets are required.