The Procurement Agent is responsible for executing procurement and acquisition management duties, administrative management requirements, and overseeing the Purchase Card Program. This role ensures rigorous compliance with relevant US Government regulations (like FAR and DOSAR) throughout the entire acquisition lifecycle, from pre-award planning through post-award monitoring and closeout.
Major Duties and Responsibilities
1. Procurement and Acquisition Management (60%)
PRE-AWARD DUTIES:
- Participates in meetings on acquisition planning; collects and analyzes data, prepares and updates tracking tools to monitor pending actions.
- Works with clients to assist in the preparation of justifications, waivers, and other necessary approvals, as needed.
- Reviews ILMS (Integrated Logistics Management System) for completeness and clarity before endorsing them to Financial Management Center (FMC) for funding consideration.
- Prepares solicitation documents in ILMS and electronically posts solicitations.
- Works with Procurement Supervisor and CO (Contracting Officer) to ensure compliance with FAR (Federal Acquisition Regulation) and DOSAR (Department of State Acquisition Regulation) publicizing requirements, including publication of synopses and solicitations as prescribed.
- Works with Procurement Supervisor and CO to prepare Requests for Proposals/Quotations (RFPs/RFQs).
- Assists in pre-award activities for competitive solicitations, and with pre-award assessment surveys of potential contractors or recipients, to ensure eligibility prior to an award being made.
- Directly performs micro procurement purchase actions for supplies or services below the simplified acquisition threshold that require limited use of negotiation techniques and analysis.
- Prepares supporting documents for pre-award reviews including but not limited to supporting memoranda, funding documents, Synopses, Source Selection Plans, Statements of Work (SOW), Independent Government Estimates (IGCEs), Market Surveys, Cost Benefit Analyses, Pre-Negotiation Memorandum, Competitive Range Determination, and required Forms as applicable.
POST-AWARD DUTIES:
- Assists in monitoring performance as required by the terms and conditions of the award, through reviews of performance and financial reports.
- Administers the awards in the assigned portfolio, monitoring funding levels and performing modifications under the guidance of Procurement Supervisor.
- Works with CO and CORs (Contracting Officer Representatives) to assure targets/milestones are set and being met (or that remedial action is taken), and that the overall goals of the program/project/activity are met.
- Conducts site visits and attends meetings as assigned.
AWARD CLOSEOUT:
- Assists in the closeout process for acquisition awards (i.e., blanket purchase agreements, indefinite delivery indefinite quantity, firm-fixed contracts, purchase card, purchase order, task orders, imprest funds, etc.) after completion.
2. Administrative Management Requirements (20%)
- Responsible for all administrative management associated with soliciting offers, negotiating, awarding, modifying, and terminating orders as required by post under the supervision of the CO.
- Serves as the knowledgeable source for defining the method of acquisition and the type of contract to be used.
- Prepares procurement and acquisitions, establishing the order terms, conditions and provision for pricing, paying and financing.
- Prepares appointment documents for individuals to serve as a COR or to participate on a technical evaluation panel (TEP) or other advisory role.
- Develops a synopsis; and reviews bidding applications, supplemental awards, and requests for extensions under the supervision of the CO.
3. Purchase Card Program (20%)
- Job holder, through written delegative authority, is granted the use of a Government Purchase Card. It provides a stream-lined procurement method to save time and money by empowering procurement employees with the authority to make official buys within their delegated limits.
- Cardholders are responsible for the accuracy of information and data they provide to an Approving Official/Certifying Officer in support of a Government Purchase Card purchase.
Qualifications and Evaluations
Education Requirements:
- A bachelor’s degree in Business Administration, Procurement, Supply Chain Management, Logistics Management, or Finance is required.
General Requirements:
- All selected candidates must be able to obtain and hold a Security clearance.
- All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
- Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.
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