Procurement Agent (Nhân Viên Thu Mua)

• Announcement Number: HOCHIMINH-2022-01
• Hiring Agency: Consulate Ho Chi Minh City
• Position Title: Procurement Agent - All Interested Applicants
• Open Period: 01/24/2022 - 02/07/2022
• Salary: USD $13,827
• Work Schedule: Full-time - Full-time - The work schedule for this position is: Full Time 40 hours per week, from Monday to Friday.
• Duty Location(s): Ho Chi Minh City, VM

📌 BASIC FUNCTION OF POSITION

Under the supervision of the Procurement Supervisor, the Purchasing Agent works as assigned by the Procurement Supervisor and is responsible for local and overseas procurement of supplies, equipment and services needed by Consulate HCMC and associated agencies. S/He executes a limited number of simplified contracts.

This is a customer service position, the incumbent is expected to provide expedient, friendly, and professional services to Consulate HCMC clients as well as local and overseas vendors.

📌 MAJOR DUTIES AND RESPONSIBILITIES

Responsible for purchases made by the U.S Consulate and associated agencies. Evaluates and approves vendors and authorizes purchase orders for goods or services in accordance with U.S. Government regulations. S/he should be familiar DS-298 (08-2001) with a variety of the field's concepts, practices, and procedures. A wide degree of creativity and latitude is expected. Functions include but not limited to:

✍️ Procurement Agent/Procurement, Purchase card, BPAs, Petty Cash

• Receives purchase requests from Mission offices and agencies through ILMS ARIBA and reviews them for proper authorization, then obtains additional information from requestors as necessary;
• Petty Cash: Responsible for petty cash purchases of items and services up to $500 and up to $3500 in urgent cases.
• Assists requesting offices in determining the most economical and effective way to complete the required job within the requesting office's budget; provides requesting agencies with expert opinions, price estimates, descriptions, statements of work and other procurement information as obtained through market research;
• Evaluates vendor quotations based on the requirements and terms dictated by the requesting office and purchase documents; negotiates best and final prices and terms per USG regulations with US and local vendors; determines contractor service value and product service reliability relative to cost, and prepares competition and evaluation/price analysis on each purchase for review by Supervisor and Contracting Officer;
• Prepares final purchasing documents (purchase order, blanket,..
• ...

✍️ Market Research 

• Determines sources by reviewing the required sources according to FAR/DOSAR regulations;
• Confirm market availability when handling procurement requests
• Estimates costs and requests bids by phone, correspondence, published price lists and catalogs, GSA or advertisements;
• Conducts research, training and evaluation of local and overseas market conditions and economic factors for supplies, equipment, materials and/or services;
• Establishes and maintains effective working relationships and communication with all vendors supplying items in portfolio, as well as a library of catalogues and computerized vendors lists; ensures all vendors handling orders over 30K USD are fully registered in System for Award Management (SAMs), NATO Commercial and Government Entity (NCAGE), and Data Universal Numbering System (DUNS) databases and assists local vendors who don’t know how to register.
• Develops good relationship with all important vendors and their key personnel as a way of improving negotiation power and quality of service.

✍️ Contract Assistant

• Assists Procurement Supervisor with contracting duties to ensure contracting work is done effectively and with greatest accuracy relating to federal contracting regulations. This involves to maintain accurate paper, procurement files.

✍️  Project Management

• Provides assistance during VVIP visits, Staffdels, and CODELs by attending related countdown meetings, processing purchase orders for hotel accommodations, interpretation, car rental services and all other requests as needed.
• Negotiates and handles a procurement actions of unusual and considerable difficulty such as meeting event packages (including those over $15,000 or longer –term procurement projects that require some project management and oversight.

✍️  Other tasks 

• Acts as back-up for Procurement Agents during absences, and during staffing gaps by following up on their already placed orders, reporting in FPDS, if necessary and clearing unliquidated funds;
• Prepares annual ICASS workload.
• ...

📌 QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE

✍️ Education: College or university studies is required.

✍️ Prior Work Experience: Must have at least two years’ experience in purchasing.

✍️ Post Entry Training: Commercial Items (PA 247) and other online courses on ILMS ARIBA. Must take and pass the purchase card holders test (PA297) to obtain a purchase card.

✍️ Language Proficiency: List both English and host country language(s) by level and specialization.

✍️ Knowledge: Must have a general knowledge of local business practices, trends, pricing and business environment.

• Must understand and be able to interpret Federal Acquisition Regulations (FAR), the Department of State Acquisitions Regulations (DOSAR) and corresponding FAM, FAH, and OPE regulations and guidance.

• Copy of Orders/Assignment Notification (or equivalent if you are AEFM / USEFM)
• A proof of citizenship
• Residency and/or Work Permit  (if you are not Vietnamese citizen)
• Passport copy
• High school diploma
• Transcript
• DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)

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