Procurement Specialist

  • Location
    Stamford, Connecticut
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Mar 12

Position description

Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches an average of 90 countries and all 50 U.S. states with life-changing health programs, medicine and medical supplies. Americares is the world’s leading nonprofit provider of donated medicine and medical supplies. For more information, visit


The Procurement Specialist is responsible for managing all aspects of the procurement function for Americares. The candidate will work closely with Operations, Programs, Development and Finance and is instrumental in supporting program activities through his/her services. The successful candidate will be able to perform strategic procurement activities across multiple categories of spend, search for the appropriate items to suit the requirements, and find optimal deals in terms of price, quality, service, and vendor responsiveness. The Procurement Specialist is responsible for ensuring that all procurement and contracts are in compliance with Americares and donor requirements.


  • Work with Operations to develop procurement policies, guidelines, and standard operating procedures, including policies and procedures for emergency procurement.
  • Responsible for the daily coordination with Americares staff of procurement and related administrative activities including obtaining quotes, awarding contracts, monitoring vendor relationships, negotiating prices and ensuring timeliness and quality of goods and services
  • Develop and maintain vendor review process for performance, contract compliance, spend and improvement opportunities
  • Create and maintain the prequalified vendor list, and provide equal opportunity to any possible vendor as long as they meet the Americares policy and procedure
  • Train and implement purchasing policies and procedures across the organization
  • Establish and maintain purchase order system with approval hierarchies
  • Ensure process for receipt of goods/services and approval of invoice for payment
  • Forecast usage and price trends and identify initiatives to better manage cost
  • Develop year over year strategies to improve cost, customer processes and quality of goods/services
  • Assist program and support staff on creating clear vendor requirements and identifying alternative sources
  • Research the best and most appropriate products to meet needs identified by program staff
  • Manage bidding and vendor selection process
  • Advise on proper application of applicable procurement rules and policies
  • Seek and partner with reliable vendors and suppliers
  • Regularly interact with contractors, in coordination with the Programs and Operations departments
  • Assess, manage and mitigate risks
  • Maintain thorough procurement files
  • Ensure the timely and well documented delivery of supplies in coordination with field and logistics teams
  • Work with Americares staff to ensure confirmation of receipt of goods per the description on the purchase order/request. Receipt includes inspection of goods upon delivery and rejection of inadequate, broken, low quality and items not meeting the requirements of the order in coordination with field and logistics teams
  • Support payment process and Finance team to ensure payments are processed for completed procurements
  • Carry out compliance checks based on policy and Donor requirements
  • Work closely with requestors to ensure services and contracts are delivered according to agreed terms and conditions; interact with suppliers in coordination with requestors when beneficial
  • Interact with suppliers regarding the receiving and inspection of goods when necessary
  • Provide status reports on deliveries for Programs, Operations, and recipients of supplies
  • Actively contribute to the overall program planning and implementation process
  • Perform any other duties as requested by the GIK Director


  • A minimum of five years’ experience in Procurement Management
  • Analytical – manage and synthesize significant amounts of data/details and structure analysis
  • Experience working in the non-profit sector, particularly in the field of emergency response or relief and development, preferred
  • Familiarity with GSA Schedules an advantage
  • Fact-based decision maker; measured risk taker
  • Strong organization skills; attention to detail
  • Proven skill in negotiation and networking
  • Broad knowledge and understanding of procurement ethics and donor compliance
  • Solid judgement along with decision making skills and ability to solve problems independently without supervision
  • Ability to work simultaneously on multiple tasks and meet critical deadlines
  • Proven ability to work as part of a team and coordinate with project personnel
  • High level of integrity and honesty
  • Collaborative/active listener; strong communication skills – ability to present information clearly and effectively
  • Experience with sourcing and vendor management
  • Computer literate and strong organizational and planning skills
  • Bachelor’s degree with concentration in a relevant field including, but not limited to, business administration, operations management, supply chain management, global health/public health, international relations; Master’s degree preferred

Application instructions

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