Contract PROCUREMENT AND FINANCE OFFICER
Job Description
VHP assists the Ministry of Health (MoH) to administer funds provided by the Department of Foreign Affairs and Trade (DFAT) through a Direct Finance Agreement (DFA). The DFA is intended to support MoH to address priority funding gaps in the annual business plan. The Procurement and Finance Officer will form part of the VHP DFA team embedded within the MoH Finance Unit. This role will assist MoH to meet all relevant Government of Vanuatu (GoV) finance procurement regulations in the management and administration of the DFA. The Procurement and Finance Officer will report to the DFA Finance and Procurement Manager and collaborate closely with the DFA Finance and Audit Officer.
Specific duties:
Under the guidance of the DFA Finance and Procurement Manager:
- Assist the MoH Finance Unit to procure goods and services from start to finish in line with the DFA Operations Manual and GoV procurement regulations. This includes preparing specifications, solicitation documents (Requests for Quotation and Requests for Tender), managing assessments and evaluations, drafting recommendations, and overseeing the selection and negotiation process of tenderers.
- For complex and large value activities, assist the DFA Procurement and Finance Manager to manage the procurement process, including providing guidance on the process, preparing specifications, solicitation, and evaluation documentation.
- Manage, maintain, and administer the preferred supplier lists for corporate goods and services to support.
- Draft Purchase Orders (PO) for review and approval and maintain the DFA Contracts Manager Quickbase database of all PO’s.
- Maintain all procurement files ensuring compliance with relevant regulations.
- Provide day-to-day support and guidance to MoH cost centre staff related to procurement, contract management and administration.
- Where required, lead and/or support the negotiation process of DFA contracts as required.
- Ensure post-contracting management and administration, if necessary, in accordance with relevant regulations, including but not limited to induction, reporting, audits, contract management in accordance with GoV regulations, policies, and procedures.
- Provide assistance to the Internal Audit Office, with relation to investigation on Australian Funded initiatives through GoV systems, with a particular focus on funding associated with humanitarian relief and recovery efforts.
- Support the system to monitor and track expenditure against development funds and support the MoH Finance Manager/DFA Finance and Procurement Manager to provide a written report to the MoH Executive and DFAT on a monthly basis.
- Ensure that DFA activities consider opportunities to strengthen Gender Equality, Disability and Social Inclusion (GEDSI) outcomes during implementation, and where relevant consider the feasibility of engaging with civil society to enhance these outcomes.
- Identify and support the improvement efforts throughout the DFA procurement processes for goods, materials and services (including advisory services) lifecycle, including gender equity and social inclusion across the Facility.
- In consultation with the DFA Finance and Procurement Manager, support the effective automation of procurement processes across the facility using Quickbase to achieve greater efficiencies.
716 total views, 1 today