Procurement Officer - Nairobi at DAI Kenya - Development Alternatives, Inc.

POSITION DESCRIPTION

• The Procurement Officer will support the Operations Department and contribute to the day-to-day procurement of ATI goods and services, ensuring compliance with USAID regulations and best practices. With guidance from the Senior Partner Manager the Procurement Officer will work closely with operations Teams and support procurement processes to award work to vendors and assist the operations department in fulfilling the needs of the ATI Activity.

KEY DUTIES AND RESPONSIBILITIES

Contracts and Procurement

• The Procurement Officer should maintain the integrity of the procurement process, including accurate procurement documentation.
• Ensure the assigned field‐initiated procurement processes comply with DAI, FAR, and AIDAR regulations for goods and services.
• Determine the most reasonable, fair, and expeditious procurement alternatives for each activity and participate in activity work planning, and proactively conduct market research in support of anticipated operations and technical needs.
• Act as a non-voting member of the procurement selection committee and ensures that the committee works collaboratively to evaluate proposals and documenting the vendor selection process.
• Conduct vendor negotiations, negotiate purchase order terms, and write negotiation memoranda or source selection memo.
• Initiate and maintain partnerships with external vendors by negotiating purchase order contracts and subcontracts with appropriate sources of equipment, supplies, services, and travel.
• Ensure that all procured goods are delivered on time and inspect and accept goods and verify services offered.
• Prepare and issue solicitations and amendments, service level agreements, blanket purchase agreements, purchase orders, modifications, and requests for operations subcontractor consent, as necessary.
• Maintain and track all local procurement and operations subcontractor data in TAMIS and ensure close‐out documentation is accurate and completed in a timely manner.
• Monitor, track and expedite the ATI’s procurement activities assigned and the delivery status of goods/services.
• Coordinate and expedite purchases either locally or internationally, collaborating with the Home Office if necessary.
• Train local staff in aspects of the procurement process, including evaluation committees.
• Perform other duties as required or assigned by the Senior Partner Manager or Chief Financial Officer.

Compliance

• Ensure procurements are managed in accordance with USAID regulations and DAI procurement policies. Maintain procurement records in ATI and DAI Home Office systems, ensuring quality of procurement and contracts records in compliance with USAID and DAI regulations.
• Support internal audits including but not limited to finding requested documents and correcting files as necessary.
• Support the maintenance of the ATI CRM system that assigns points of contact, technical expertise, geographic presence, contact information, and other information necessary to streamline network expansion efforts.
• Support the development and usage of ATI’s data gathering and analytics, specifically as it relates to procurement and partner network related data.

REPORTING

• The Procurement Officer will report to the Senior Partner Manager or designee.

QUALIFICATIONS

Required:

• Bachelor’s Degree or equivalent in a field relevant to the position.
• 6+ years of progressively responsible procurement and logistics coordination experience.
• Knowledge of USAID procurement and logistics regulations.  
• Service oriented.

Desired:

• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local purchase order agreements, etc.)
• Familiarity with computer-oriented procurement systems
• A well-organized organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.
• Ability to work in a fast-moving, fluid team setting with multiple stakeholders.
• Excellent communication skills including writing, speaking, and reading skills in English.