Medical Care Development
International Division
8401 Colesville Road, Suite 425
Silver Spring, Maryland 20910, USA
Phone: (301) 562-1920
Fax: (301) 562-1921
World Wide Web URL: WWW.MCD.ORG
Internet Electronic Mail: MCDI@MCD.ORG
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Position Announcement
Procurement Officer, Home Office
MCDI is a division of Medical Care Development, Inc. (MCD), a private, non-profit development
organization incorporated in the state of Maine, U.S. in 1966. MCD established the International
Division, doing business as Medical Care Development International, in 1977 with an office in Silver
Spring, Maryland.
The Procurement Officer is responsible for all procurement conducted by the MCDI home office. The
Procurement Officer is responsible for planning and managing the successful procurement of
commodities and products, working closely with home office program and administrative support staffs,
and backstopping program and administrative staffs in field offices. The Procurement Officer works
closely with administrative and finance staff at the home and field offices.
Responsibilities:
A. Planning
1. With the program managers and Finance Officers/Senior Finance Officers, review work plans and
budgets on an annual basis and from this review create an annual procurement plan
2. Consult with program managers on a bi-weekly basis to determine upcoming procurement needs;
when necessary and based on the annual procurement plan, proactively present perceived
procurement needs
3. Working with the program managers, review the procurement plans of subcontractors
4. Working with the program managers, review the procurement plans of MCDI’s field offices;
when necessary, assist and support the field offices in the creation of the local procurement plans
5. Based on historical procurement records, categorize procurement areas and research vendors
based on price, reputation, experience, and quality of product for each category; update the list of
potential vendors at least quarterly
6. Review the procurement requirements for all of the donors from whom funds are received and
compile a reference library and guidelines for each of these donors for use in the procurement
process; review these guidelines and update them on an annual basis
7. Ensure that the program management staff is familiar with donor requirements for procurement
through periodic updates and review meetings
8. Compile database of importation regulations for all project countries and maintain file of
exemptions and certificates; keep the database up to date and work with field staff to renew
import exemptions and certificates six months prior to expiration
9. Create templates for purchase and sales agreements for different types of procurement
B. Procurement requests
1. Review all Procurement Request Forms
2. Working with the technical staff (both home office and field office) create technical
specifications for all procurement
3. Before initiating further actions, work with the Finance Officers/Senior Finance Officers to
determine if sufficient funds are available for the proposed purchases, taking into account
remaining available budget as well as future procurement
4. Ensure that all PRF’s are duly signed and authorized before initiating the purchasing procedures
5. When PRF’s are received from the field, ensure that the home office project management staff are
fully aware of the requests
6. As a part of the request process, ensure that shipping is fully addressed, including:
a. Shipping times and times of arrival
b. Cost of shipping
c. Method of shipping
d. Shipping terms meet the needs of the project (i.e. the use of US flag carriers for US
Government funded projects, correct INCOTERMS according to the stipulations of the
donors, etc.)
C. Internal preparation of procurement documentation
1. Based on the requirements of the donor, determine the method of procurement (open bids, closed
bids, sole source provision, etc.)
2. If required by the procurement method and based on the technical specifications, prepare bid
documentation, to include pricing limits, delivery times, warranties, installation guidelines, etc.
3. If bidding is not required, select appropriate vendors based on the technical specifications, price,
quality, reputation and ability to supply the required items on a timely basis
a. As a part of the selection process, the Procurement Officer is expected to negotiate the
best terms possible with the prospective supplier, including price, shipping terms, and
delivery dates
4. Prepare Purchase Orders based on the PRF
a. Submit to the program management staff for review
b. After review and approval by the program management staff, submit to the Finance
Officer/Senior Finance Officer for budgetary and administrative review
c. After financial and administrative approval is obtained, submit to the Division Director
for final approval
5. Review donor requirements for each procurement and ensure that the bidding documentation
and/or the purchase order comply with these requirements
6. Identify those instances in which legal counsel may be required for reviewing procurement and
work with the Senior Administration and Finance Manager to obtain legal advice
D. Purchasing
1. For procurement requiring bidding:
a. Select qualified bidders based on research and donor regulations
b. Issue bid documents to qualified bidders
c. Create bid review committee and provide guidance to the committee review process
d. After selection of successful bidder, initiate procurement as per the terms of the bid
2. For procurement not requiring bidding:
a. Issue the Purchase Order to the selected supplier and obtain a Purchase and Sale
Agreement
b. As per the terms of the Purchase and Sale Agreement, work with the Financial
Officer/Senior Financial Officer to issue the required payments (partial or full, as per the
terms negotiated)
c. After payment is issued, ensure that the vendor acknowledges receipt and has initiated the
supply process
E. Logistics
1. Before the purchase has been completed, ensure that shipping arrangements have been made
2. If the vendor is required to ship:
a. Obtain all necessary certificates of inspection prior to shipping, as per the Purchase and
Sale Agreement
b. Ensure that the vendor has correct and accurate instructions for delivery of the material
c. Ensure that the vendor has all necessary certificates and licenses for shipping and
importation, obtaining copies of these and keeping them on file
d. Liaise with the vendor to ensure that the material is shipped on time
3. If MCD is shipping the material:
a. Prior to purchase, select shipping method and shipping company based on price,
reputation, experience, and ability to deliver within the required timeframe
b. After purchase, ensure that the shipping company receives the material and conducts an
inspection of goods prior to shipping onward to destination
c. Ensure that the shipping company has explicit instructions as to:
i. Markings on the shipping containers
ii. Consignee
iii. Special handling requirements
iv. Method and manner of importation
d. Ensure that the shipping company is provided with any necessary documentation for the
importation of goods
4. If material is being hand-carried by staff or consultants:
a. Ensure the individual is given the material at least two days before scheduled departure
b. Provide the individual with explicit instructions as to where and to whom the material is
to be delivered
c. Provide any special handling instructions
d. Provide the individual with all necessary documentation for importation
e. Alert the field office as to the arrival of the material
f. Ensure that appropriate arrangements are made for the payment of excess baggage, if
necessary
5. Obtain bills of lading/air waybills from vendor or shipping company prior to shipping
6. Communicate all details of shipping arrangements to the field office and ensure that the field
office is fully prepared to receive shipment
a. Send copies of all documentation to the field office, including commercial invoices, bills
of lading/air waybills, tracking information, payment details, etc.
b. Ensure that the field office has made appropriate arrangements to:
i. Clear customs
ii. Transport material from port of entry to warehouse or other appropriate facilities
iii. Inspect goods
iv. Take special measures for handling, as required
v. Store or install the material, as necessary
a) In the event of issues arising during shipment (such as damage to the goods while in transit, for
example), work with the vendor and/or shipping company and the field office to resolve those
issues in the most expeditious manner possible
b) Provide shipping updates to the program management staff, to the field office and to the Senior
Administration and Finance Manager on a weekly basis until the material is warehoused
F. Procurement for the International Division
1. Consult with the Division management team on a regular basis as to equipment and material
procurement
2. Work with the appropriate staff (IT department, Assistant Office Manager, Senior
Administration and Finance Manager) to create PRFs for any needed procurement
3. Follow standard US government guidelines for all home office procurements
G. Post-purchase/shipping
1. Obtain material receipts from the field office
2. Ensure that any necessary inspections or testing is conducted in a timely manner; facilitate
the inspection/testing in coordination with the field office
3. At the end of every month, working with the Finance Officers/Senior Finance Officers ensure
that all procurements and payments have been entered in the respective project’s financial
reporting system
4. On a quarterly basis, follow up with field staff to evaluate the procurement and shipping
process for any material shipped during the quarter; identify any issues with the material, the
vendor, or the shipping process and take corrective action
H. Record keeping/reporting
1. Manage Excel and web-based procurement tracking system and processes and ensuring that
up-to-date procurement documentation is posted for review by the project management team
and the finance staff
2. Produce annual assessment of procurement procedures
3. Produce annual procurement report, detailing procurement by project, vendor, and category
of goods
I. Other duties
1. The procurement officer will assist the Business Development staff in obtaining pricing for
goods and commodities to be included in proposals, as needed
2. Other duties may be assigned by the Senior Administration and Finance Manager on an asneeded basis
Line of Authority:
The Procurement Officer reports to the Senior Administration and Finance Manager and through the
SAFM to the Division Director.
Qualifications:
• At least 5 years’ of work experience in the field of procurement (preferably including
pharmaceutical and international procurement) with knowledge and experience in all aspects of
the procurement process and logistics management.
• BA with courses relevant to business, finance, or economics; and a strong interest in International
Development, public health and/or supplies and logistics management.
• Experience in procurement planning, product selection, negotiating prices and terms of payment,
competitive bid document formulation, bid review, contract formulation, and logistics
management.
• Knowledge and preferably prior experience with procurement requirements of the procedures of
the Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM) and/or other multi-lateral or
bilateral AID CFRs.
• Knowledge and experience in inventory management systems and procedures
• Very strong computer skills particularly in Excel and other Microsoft Office programs
• Familiarity with and experience in using off-the-shelf or custom developed procurement and
inventory management software.
• Experience in the use of computer assisted task planning and monitoring systems and procedures
(e.g. in Outlook, SharePoint or other).
• Strong oral and written communication skills
• Strong organizational skills, attention to detail, and ability to follow-up.
• Demonstrated ability to multitask.
•
•
Team player, but with ability to work independently without close supervision.
VBA programming experience and/or complex spreadsheet application development skills a plus
Projected start date: 15-30 June 2016
Location:
Silver Spring, Maryland
Application Requirements
NOTE: Must be authorized to work in the United States.
To apply, please submit:
1. an updated resume,
2. a cover letter, and
3. a completed USAID Biodata Form (1420)
to mcdijobs@mcd.org or mail to MCDI, 8401 Colesville Road, Suite 425, Silver Spring,
MD 20910, attention HR by June 17, 2016.
Short listed applicants will be required to take tests to assess writing abilities, computer
proficiency, and suitability for the job.