Procurement Officer, CATALYZE Sri Lanka Private Sector Development (PSD)
Project Overview and Role:
The Procurement Officer will work closely with the PSD Grants, Operations and Finance Director to oversee all aspects of the acquisition of goods and services for the project from requisition to disposition . The Procurement Officer will help ensure the project's compliance with Palladium and USAID policies, rules, and regulations.
Primary Duties and Responsibilities:
- Accept requisition requests from PSD staff for the procurement of goods and services
- Work closely with PSD staff to develop Requests for Proposals (RFPs) and Requests for Quotations (RFQs) as appropriate
- Maintain a contact list of possible bidders and suppliers of commonly required goods and services
- Post solicitations as needed to websites and newspapers
- Serve as primary point of contact for interested bidders and facilitate written Question & Answers and bidders' conference
- Moderate technical evaluation committees
- Conduct pre-award risk assessment of subcontractors and draft corresponding appropriate special conditions
- In close cooperation with finance & accounting staff, conduct a cost/price analysis of bidders' cost proposals
- Negotiate terms and conditions, and review and approve draft subcontracts and purchase orders of varying complexity, including but not limited to commercial item subcontracts, consultant agreements, and umbrella contracts (Blanket Purchase Agreements and Indefinite Delivery Indefinite Quantity) .
- Prepare subcontractor monitoring plans, conduct monitoring in collaboration with project and finance staff, and document monitoring results, including performance, compliance with terms and conditions, and budget management
- Track all project assets in project registry, periodically assess condition, and dispose of assets per USAID regulations and Palladium policies and procedures
- Maintain audit-ready subcontract files, and facilitate external subcontract audits as required
- Promote timely resolution of internal and external issues/problems related to subcontracts administration
- Conduct training and capacity building for subcontractors as needed, for those new to USAID funding
- Monitor business risks including but not limited to tracking funding delays, execution of subcontracts, expired authorizations, delayed payments and advances to subcontractors and vendors
- Contribute to the project's financial forecasts by closely tracking subcontractor invoicing projections
- Actively participate in periodic meetings to assess compliance with terms and conditions of awards and take leadership in seeing that deficiencies in compliance are corrected.
- Coordinate with the Director of Grants, Operations & Finance to ensure process standardization and compliance with Palladium policies and procedures.
- On time delivery of required support to ensure smooth functioning of program activities
- Other tasks as requested by Director of Operations, Grants & Finance, Activity Team Lead and PMU.
Required Qualifications:
- University degree (Bachelor's degree or equivalent) in supply chain management, procurement, business administration or any relevant discipline.
- Minimum of 5 years of progressively responsible experience in similar capacity and/or relevant field
- Previous experience with USAID is an added advantage
- Experience of supporting & coordinating aspects of procurement and supply chain processes essential
- Experience of drafting and issuing purchase orders and processing invoices.
- Outstanding organizational skills in terms of planning, managing information, controlling timelines and meeting deadlines.
- Strong communication and interpersonal skills, and proven experience of building excellent collaborative working relationships, both internal and external.
- Proven ability to communicate complex procedures and situations to varied stakeholders/clients.
- Sri Lankan nationals strongly encouraged to apply
Palladium is a child-safe organization, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran, or marital status.
Company Overview:
About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.
Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding - We define Safeguarding as "the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm". We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
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