Summary of Primary Duties: The Procurement and Local Subcontracts Assistant will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls.
The main responsibility for this position is to assist in the procurement of goods and services. The position requires relevant work experience in the field of procurement, managing interpersonal relationships and communication, and following up on vendor issues.
The position requires knowledge of the Federal Acquisition Regulations (FAR).
The Procurement and Local Subcontracts Assistant will be responsible for gathering complete procurement related backup documentation.
He or she will be involved in developing and releasing solicitations, and assist in conducting price/cost/reasonability analyses, as well as perform any other related duties as assigned.
Essential Duties
Prepare and file complete backup documentation for procurement purchases to ensure completeness, accuracy, and compliance
Assist and collaborate in external or internal audits as necessary
Uphold integrity, compliance, fairness, accuracy, and openness in procurement processes
Assist in compliance with DAI/USAID and FAR policies, and procedures
Maintain electronic procurement records & files in various DAI’s system platforms
General Acquisition & Procurement Responsibilities
Solicit bids and quotes from vendors in adherence with policies & approved requisitions
Assist in tracking all project procurement activities and delivery status of goods/services
Conduct price/cost/reasonability analyses
Prepare cost evaluation data and source selection documentation
Through market research efforts, identify and qualify potential suppliers, products, and services
Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
Maintain accurate procurement records in DAI’s procurement system (TAMIS) Pro
Assist in market research and soliciting bids /quotes from vendors for items in adherence with project policies.
Provide day-to-day operations and logistics support to the program teams
Assist in monitoring, tracking and expediting program procurement activities and delivery status of goods/services.
Assist with completing the procurement process through raising payment requests through the procurement software.
Carry out other duties and responsibilities as directed
Supervisory Responsibilities: The Procurement and Local Subcontracts Assistant will have no supervisory responsibilities.
Qualifications
Bachelor’s degree in purchasing and supply chain management or related field
1+ years of relevant experience in procurement
Minimum 1 years’ experience working in a procurement role for USAID-funded projects
Demonstrated attention to detail
Demonstrated ability to respond effectively to time sensitive demands and inquiries
Proficiency using Microsoft office suite, and other relevant software
Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process
A diploma professional procurement and supply change management qualification such as CIPS, CPSP-K, etc.
Ability to manage and prioritize multiple concurrent bids
Excellent communications and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
Extremely well organized and self-directed individual with sound technical skills, and analytical ability
Base of Operations: Nairobi, Kenya with travel to project activity sites as needed.
Reporting: The Procurement and Local Subcontracts Assistant will work closely with the Procurement Specialist and report to the Procurement & Subcontracts Manager.
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Procurement and Local Subcontracts Assistant Human Resource Assistant
