Procurement and Administration Officer at DAI Kenya - Development Alternatives, Inc.

The Procurement and Administration Officer will be responsible for supporting program procurement needs under the supervision of the Finance and Administration Manager. 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 position will ensure efficient and accurate administrative operations of the KPEEAP program by maintaining proper filing and ensuring all transactions follow both DAI and USAID rules and regulations.

Essential Duties

Audit

• Prepare complete backup documentation for procurement purchases & submit to the accountant.
• Report accurate financial data to Finance and Administration Manager on planned procurement activities.
• Support regular reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance.
• Support spot audits of procurement files.
• Assist and collaborate in external or internal audits as necessary

Policies & Procedures

• Maintain integrity of procurement system and files in compliance with DAI practices and policies and USAID rules and regulations. Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes

Procurement Management Systems

• Maintain procurement activity tracker and provide regular updates on status to the Finance and Administration Manager and relevant staff.
• Review, update and maintain hard copy files and procurement documents in DAI’s procurement system (TAMIS) to ensure all back up documents are included in compliance with the project Field Operations Manual. Revise/correct as required.
• Maintain a systematic filing system of electronic copies of all procurements and ensure documents are kept current and complete.

General Acquisition & Procurement Responsibilities

• Solicit bids and quotes from vendors in adherence with policies, approved requisitions and procurement plans.
• Monitor, track and expedite all project procurement activities and delivery status of goods/services.
• Provide support to non-procurement staff on the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
• Prepare source selection memos, gather pricing information, conduct reasonability analyses, and prepare cost evaluation data.
• Assist staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
• Ensure procurements are approved by the required DAI authorities, and/or client approvals are received before awards are made.
• Identify and qualify potential supplies and products/services through market research efforts. Ensure beneficial, ethical and open supplier relationships are created and maintained according to procurement policies.
• Prepare contracts with vendors and maintain contracts after award.
• Check procurement and logistics deliverables and support the payment process in collaboration with the procurement and finance team.
• Work closely with various home office support staff.
• Support logistics related to travel itineraries including flights, accommodation, catering, and car rental services and making timely and necessary booking updates to accommodate changes (s) to travel itineraries.
• Carry out other duties and responsibilities as directed

Qualifications

• Bachelor's degree in office administration, procurement and supply chain, business administration, or equivalent.
• At least 4 years of administrative assistance and/or procurement experience, or an equivalent combination of education and experience.
• Prior experience supporting procurement for USAID-funded projects and understanding of applicable procurement-related U.S. Government regulations, including the Federal Acquisition Regulation.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Ability to write and communicate clearly in Englis