Objectives of the assignment

• The Procurement Officer will report to the Regional Coordinator and work in close collaboration with the Nairobi-based Director for Finance and Operations. S/he will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The Procurement Officer will oversee and conduct procurement of subcontracts and other goods and services, ensuring consistency with DAI and the activity’s policies and procedures. Working with programmatic and other operations staff, ensure that all contract actions are compliant with US Federal Acquisition Regulations (FAR) and Agency for International Development Acquisition Regulations (AIDAR) regulations, as well as DAI policies and procedures.

Tasks & Responsibilities

• General Acquisition & Procurement Responsibilities at the regional and county level:
• Handle the procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders
• Monitor and track procurement activities and the delivery of goods/services
• Review, negotiate, and modify subcontract agreements issued by DAI’s activity.
• Support subcontract invoice verification and approval process as required by DAI policies.
• 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.
• Ensure complete backup documentation for procurements is submitted to the activity’s Finance Team for payment.
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, and statements of work, or to determine other technical specifications.
• Determine source selection methods for complex procurements to ensure compliance.
• May serve as a non-voting chairperson on evaluation committees by 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.

Policies & Procedures

• Maintain integrity, fairness, accuracy, and openness in procurement processes.
• Follow all DAI/USAID and FAR policies, and procedures.
• 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, with and understand, DAI procurement policies and procedures.

Procurement Management Systems

• Comply with consistent usage of DAI’s operations and procurement systems (TAMIS) in managing procurement processes.
• Maintain electronic procurement records & files in required DAI systems.
• Train other DAI staff in the use of procurement systems, as necessary

Logistics

• Assist with maintaining inventory of project property.
• Coordinate local travel requests and manage drivers’ time and transportation schedule accordingly.
• Approve vehicle logbooks, fueling, and maintenance records. Prepare accident and incident reports.

Qualifications 

• University degree in relevant field required.
• 6 years of experience including 3 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.
• Preference for individuals who have worked in northern and southeastern Kenya, especially Garissa, Isiolo, Marsabit, Samburu, Turkana, Wajir, Kitui, Makueni, and Taita Taveta
• Preference for individuals who have worked on programs with a focus on water, sanitation, agriculture, or sustainable livelihoods.
• Women and persons of minority groups are encouraged to apply.