Acquisition Assistant/Asistente de Adquisiciones At American Bar Association

Background:
The American Bar Association Rule of Law Initiative (ABA ROLI) was established in 1990 as a public service project of the ABA to promote the rule of law around the world and has implemented legal reform programs in more than 100 countries. Together with local partners in the public and private sectors, as well as civil society organizations, ABA ROLI designs programs that are responsive to local needs and that prioritize sustainable solutions to pressing rule of law challenges.

The Human Rights for All (HRA) Project, working in close alliance with civil society organizations, government entities, and other stakeholders, aims to strengthen the Guatemalan human rights system so that all citizens are respected and protected. Through advocacy, education, awareness-raising, and capacity building, the project will promote a culture of respect for human rights to foster the further development of Guatemala. The goal of the HRA project is to strengthen Guatemala’s human rights system.

Specific Tasks and Responsibilities:
The Acquisition Assistant (thereafter the “Employee”) works with ABA program teams in Guatemala and DC to support the activity implementation of the HRA program. The Acquisition Assistant will report to the Field Finance and Administration Manager (FFAM) and will be primarily responsible for coordinating the acquisition and procurement support to carry out all technical or programmatic activities of the program.

Location:
This position will be based in Guatemala City, Guatemala.

Responsibilities:

• Assist the Field Finance and Administration Manager in maintaining current/up-to-date acquisition and procurement documents and manuals;
• Conduct market research to identify potential vendors and pricing trends;
• Update internal databases with order details (dates, vendors, quantities, discounts);
• Maintain updated records of contracts, invoices and payments;
• Receive approved requisitions by the respective team and assist the FFAM in drafting, distributing, and gathering the appropriate documents for local or overseas purchases/Services/Contracts;
• Check and classify the precedence of the requisition and process per the given priority of the material/services needed;
• Circulate quotes, bids, and proposals for evaluation, and prepare grant/price analyses;
• Assist with the coordination with the selected bidder to ensure completion of administrative processes including bid bond guarantee, contract award notice, and that contract documents are distributed accordingly;
• Coordinate with requestors and make sure the proposed materials/services match the request;
• Follow up with suppliers, as needed, to confirm or change orders;
• Support the financial and operations team in receiving, inspection and distribution of procured items or contracted services; file damage claims with vendors if required;
• Prepare periodic reports related to purchasing, inventory control and contracted services;
• Evaluate the quality and appropriateness of supplies, equipment and other types of deliverables;
• Provide purchased materials or contracted services to the responsible receiving office and conduct all steps to complete the process;
• Maintain appropriate records to ensure that acquisition process, decision, and contractual agreement are accurately documented for accountability and audit purposes;
• Perform other tasks as instructed by the FFAM, Chief of Party, and ABA ROLI HQ.

Minimum Required Qualifications and Experience:

• Bachelor studies in business, administration, finance, or other relevant field.
• Minimum two (2) years of previous experience in procurement and acquisition processes.
• Excellent negotiation and problem-solving skills.
• Strong analytical, interpersonal, and communication skills.
• Flexible to travel within the Republic of Guatemala approximately 20% of the time.
• High degree of organization, professionalism, integrity, trustworthiness and flexibility.
• Ability to use discretion when working with confidential documents and information.
• Fluency in Spanish; proficiency in English (writing, reading, and conversation).
• Proficient in Microsoft Office (Excel and Word)
• Ability to work in a team.

Preferred Qualifications:

• Experience within an international NGOs or multilateral institution working with US government-funded projects, including familiarity with ADR and 2 CFR 200.
• Demonstrated ability to perform administrative and logistical tasks, follow procedures, and comply with regulatory requirements.
• Familiarity with human rights protection and access to justice-related issues in Guatemala.

Please submit applications to through the application portal by November 25, 2024.

Background:
The American Bar Association Rule of Law Initiative (ABA ROLI) was established in 1990 as a public service project of the ABA to promote the rule of law worldwide and has implemented legal reform programs in more than 100 countries. Together with local partners from the public and private sectors, as well as civil society organizations, ABA ROLI designs programs that respond to local needs and that prioritize sustainable solutions to pressing rule of law challenges.

The Human Rights for All (HRA) Project, working in close partnership with civil society organizations, government entities, and other stakeholders, aims to strengthen the Guatemalan human rights system so that all citizens are respected and protected. Through advocacy, education, awareness-raising, and capacity building, the project will promote a culture of respect for human rights to foster Guatemala’s development. The goal of the HRA project is to strengthen Guatemala’s human rights system.

Specific Tasks and Responsibilities:
The Procurement Assistant (hereinafter the “Employee”) works with the ABA program teams in Guatemala and DC to support the implementation of HRA program activities. The Procurement Assistant will report to the Field Finance and Administration Manager (FFAM) and will be primarily responsible for coordinating procurement and contracting support to carry out all technical or programmatic activities of the program.

Location:
This position will be based in Guatemala City, Guatemala.

Responsibilities:

• Assist the Director of Finance and Administration in the field to keep procurement and contracting documents and manuals up to date;
• Conduct market research to identify potential suppliers and pricing trends;
• Update internal databases with order details (dates, suppliers, quantities, discounts);
• Maintain up-to-date records of contracts, invoices and payments;
• Receive requests approved by the respective team and assist FFAM in drafting, distributing and assembling appropriate documents for local or overseas purchases/services/contracts;
• Check and classify the priority of the request and process it according to the priority given to the necessary material/service;
• Disseminate budgets, bids and proposals for evaluation, and prepare grant/pricing analyses;
• Assist in coordinating with the successful bidder to ensure completion of administrative processes, including securing the bid bond, notification of contract award, and proper distribution of contract documents;
• Coordinate with applicants and ensure that proposed materials/services are consistent with the request;
• Follow up with suppliers, as necessary, to confirm or modify orders;
• Support the financial and operations team in receiving, inspecting and distributing purchased items or contracted services; submit claims for damages to suppliers if necessary;
• Prepare periodic reports related to purchases, inventory control and contracted services;
• Evaluate the quality and suitability of supplies, equipment and other types of deliverables;
• Deliver the purchased materials or contracted services to the responsible receiving office and carry out all steps to complete the process;
• Maintain appropriate records to ensure that the procurement process, decision and contractual agreement are accurately documented for accountability and audit purposes;
• Perform other tasks as instructed by the FFAM, the Group Leader and the ABA ROLI Headquarters.

Minimum qualifications and experience required:

• Bachelor’s degree in business, administration, finance or other relevant field.
• A minimum of two (2) years of prior experience in contracting and acquisition processes.
• Excellent negotiation and problem-solving skills.
• Great analytical, interpersonal and communication skills.
• Flexible to travel within the Republic of Guatemala approximately 20% of the time.
• High degree of organization, professionalism, integrity, reliability and flexibility.
• Ability to work discreetly with confidential documents and information.
• Mastery of Spanish; mastery of English (writing, reading and speaking).
• Mastery of Microsoft Office (Excel and Word)
• Ability to work in a team.

Preferred Qualifications:

• Experience in an international NGO or multilateral institution working with U.S. government-funded projects, including familiarity with ADR and 2 CFR 200.
• Demonstrated ability to perform administrative and logistical tasks, follow procedures and comply with regulatory requirements.
• Familiarity with issues related to the protection of human rights and access to justice in Guatemala.

Applications are requested to be submitted through the application portal by November 25, 2024.