Reports to: Director, Finance and Administration
Purpose: The job holder will work in collaboration with the director of finance and administration in executing purchases at a value more than $3 million in accordance with the American University in Cairo (AUC) and USAID rules and regulations. He/she will handle the coordination of the procurement responsibilities of the Center of Excellence (COE) for Water Project AUC and other partners’ procurements including equipment, furniture, laboratory and office supplies.
Responsibilities:
- Create the purchasing requisitions and purchase orders for direct purchases of the needed goods and services based on the approved USAID budget, without referring to supply chain management (SCM)
- Follow up with SCM on:
The procurement of equipment, laboratory and office supplies of research grantees and the Alexandria project in accordance with the approved budget Review all purchase-related documents for errors before it is sent to the accounting department and confirm they are VAT exempted and that the goods receipts is signed by the partner designated parties Track and maintain the status of orders, and reporting any delivery issues and confirm the goods are well received with by the project partners - Communicate with the project partners about the original forms of goods receipts and share it with the AUC supply chain department and the grants accounting for payment process
- Create direct purchase requisitions and direct orders for IT, lab and offices supplies with value less than $2,000 according to the approved budget
- Create purchase requisitions for IT, lab and offices supplies with value beyond $2,000 according to the approved budget
- Create a database of invoices, purchase requisitions, purchase orders, quotations, requests, vendor or supplier contracts, and updating it as needed
- Establish and develop good working relationships with the project partners and the technical team
- Communicate with the director, finance and administration for the budgetary approval for the goods and purchases needed to be purchased
- Communicate with different AUC support offices to fulfill the needed procurement responsibilities
- Respond to emergency requests and expediting orders as needed
- Create monthly and annual purchase reports for management review
- Coordinate with the COE team members regarding the needed supplies and act accordingly
- Communicate effectively with external vendors regarding the VAT exemption matters of the USAID procurement requirements
- Assist in preparing equipment, laboratory and office supplies reports and status reports
- Communicate with the finance director regarding the status of the pending procured items
- Perform any other related duties assigned
Requirements:
Minimum Education Requirements:
- Bachelor’s degree in accounting or finance or related discipline
- Any certificates of supply chain management would be an asset
Experience:
- Up to 5 years of experience in related field
- Prior experience in similar activities is an asset
- Prior experience with USAID or similar organization is an asset
- Skilled in research data collection and analysis
Skills:
- Strong command of communication and negotiation skills
- Administrative and organizational skills
- Good attention to details with excellent follow up skills
- Time management and multi-tasking
- Ability to work under pressure and meet deadlines
- Ability to work independently
- Ability to establish/maintain effective working relationships with project partners with different backgrounds
- Results-oriented and able to work effectively within a team
- Mobile and willing to travel within and outside of Egypt
This position is open until October 9, 2022
Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.
“The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply.”
“We thank all individuals who have expressed interest in working at The American University in Cairo.”