Essential Duties
Reporting
Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required
Monitor and track procurement activities and delivery status of goods/services
Audit
Ensure complete backup documentation for procurement purchases is submitted to project’s Finance Team
Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance
Assist and collaborate in external or internal audits as necessary
Policies & Procedures
Ensure integrity, fairness, accuracy, and openness in procurement processes
Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary
Procurement Management Systems
Enforce use of DAI’s operations & procurement system (TAMIS), etc
Maintain electronic procurement records & files in various DAI’s system platforms
Train other DAI staff in the use of procurement systems, as necessary
General Acquisition & Procurement Responsibilities
Oversee solicitation bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
Monitor, track and expedite all project procurement activities and delivery status of goods/services
Ensure pricing information is accurate and aligns with acquisition policies
Conduct price/cost/reasonability analyses
Review requisition documentation, cost estimates, statements of work, etc.
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 procurement to ensure compliance
Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds
Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
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
Maintain procurement file system in DAI’s system
Work closely with various home office support staff
Carry out other duties and responsibilities as directed
Supervisory Responsibilities
Supervises the Procurement and Local Subcontracts Specialist, Procurement and Local Subcontracts Officer (s) and Assistant.
Qualifications Bachelor’s degree in Business Administration or related field. A Masters’ degree is preferred.
8+ years of relevant experience and progressive responsibility in procurement
Minimum 5 years’ experience working in a procurement role in Mid to Senior Management
Minimum 3 years’ experience working in a procurement role for USAID funded projects
Experience leading and managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations
Accuracy in working with large amounts of data
Ability to respond effectively to time sensitive demands & 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
Ability to manage and prioritize multiple concurrent bids
Excellent communications and personnel management skills 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
Fluency in English is required
Base of Operations
Nairobi, Kenya
Reporting
The Assistant Procurement Manager will report to the Procurement and Local Subcontracts Manager.
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