Full time Offered Salary :

Procurement And Operations Specialist Recruiter / Employer: DAI Kenya – Development Alternatives, Inc

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Job Description

Ensure compliance with USAID and DAI rules and regulations in all procurement processes, from solicitation to contract execution, including organizing and leading bid solicitation processes; preparing contracts and purchase orders; and maintaining procurement files. Support procurement of goods and services, monitor vendor relationships, and train staff on procurement processes and regulations.

Tasks & Responsibilities

  • Develop acquisition plans and present to Director of Finance and Operations on a regular basis.
  • Monitor and track procurement activities and delivery status of goods/services.
  • Ensure complete backup documentation for procurements is submitted to activity’s Finance Team for payment.
  • Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
  • Assist and collaborate in external or internal audits, as necessary.
  • Ensure integrity, fairness, accuracy, and openness in procurement processes.
  • Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
  • Help activity staff become more familiar, and understand, DAI procurement policies and procedures.
  • Consistent usage of DAI’s operations & procurement systems (TAMIS) in managing procurement processes.
  • Assist with maintaining inventory of project property.
  • Maintain electronic procurement records & files in required DAI’s systems.
  • Train other DAI staff in the use of procurement systems, as necessary
  • Review, negotiate, modify subcontract agreements issued by DAI’s activity.
  • Manage subcontracts invoice verification and approval process as required by DAI policies.
  • Coordinate local travel requests and manage drivers’ time and transportation schedule accordingly.
  • Approve vehicle logbooks, fueling, and maintenance records. Prepare accident and incident reports.
  • Manage procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders
  • Oversee solicitation of bids and quotes from vendors in adherence with policies & approved requisitions and procurement plans
  • Conduct price/cost/reasonability analyses.
  • Review requisition documentation, cost estimates, statements of work, etc. against procurement plans and budgets.
  • Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
  • Determine source selection methods for complex procurements to ensure compliance.
  • Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds.
  • Assist activity staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
  • Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency; prepare cost evaluation data, and source selection documentation.
  • Through market research efforts, identify and qualify potential suppliers (and products/services).
  • Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
  • Work closely with various home office support staff as necessary.

Qualifications

  • University degree in relevant field required.
  • 4 years of relevant experience in procurement and logistics preferably on international donor funded or USAID-funded activities.
  • Computer literate with e-mail, word processing, and spreadsheet experience
  • Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work as part of a team.
  • Fluency in English is required.
  • Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded activities
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