Assistant Procurement and Local Subcontracts Manage at DAI Kenya - Development Alternatives, Inc.

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.