Procurement & Logistics Officer at DAI Kenya - Development Alternatives, Inc.

The Procurement and Logistics Officer will manage the overall procurement process for operations and technical. This position 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 and Logistics Officer will be responsible for contracting across a variety of industry sectors, managing contracts, resolving disputes, managing interpersonal relationships and communication, and investigating/following up on vendor issues. This position will also execute operations and other back-office functions on an ad-hoc basis. This position reports to the Operations and Finance Director.

KEY DUTIES & RESPONSIBILITIES

General Acquisition and Procurement Responsibilities

• Executes the entire procurement cycle per DAI policies and procedures and USAID regulations.
• Ensures sufficient competition for the procurement of integrity, compliance, and fairness.
• Maintains procurement plans and completes all procurement activities on schedule.
• Identifies potential suppliers through market research for Activity needs.
• Helps non-procurement staff understand the requirements for submitting complete and accurate requisitions, cost estimates, complete statements of work, and technical specifications.
• Drafts and releases professionally written requests for quotations and proposals. Determine source selection methods for complex procurement to ensure compliance.
• Facilitates evaluation committees’ meetings, leads vendor negotiations, conducts cost/price reasonability analysis, and manages draft vendor responsibility determinations and proper document selection.
• Executes purchase orders and subcontracts, track performance, and ensure delivery of goods or services by contract end dates.
• Manages professional relationships with vendors and suppliers.•
•  Maintains electronic procurement files in DAI’s procurement system (TAMIS) and SharePoint.Prepares complete backup documentation for procurement and submits payment requests to finance team.
• Conducts regular reviews and spot checks on procurement-related backup documentation to ensure completeness, accuracy, and compliance.
• Provide support for day-to-day program office operations and logistics needs.
• Closeout Process
• Assists and contributes to the Activity’s closeout process related to the procurement tasks as instructed by the supervisor.

General Operations

• Coordinates vendors for operations, including driver service, equipment, and other service providers.
• Works closely with other operations team members on managing various project operations lease agreements, BPA, and similar agreements.
• Manages standardizing procurement documents, including templates, reporting, and tracking compliance.
• Assists and contributes to the updated policies and procedures of procurement and operations function in the Field Operations Manual (FOM).
• Facilitates travel and logistics arrangements.Contributes to various project reporting and deliverables.
• Sensitizes other project staff to DAI policies and procedures for procurement and logistics.
• Performs other duties and responsibilities as instructed by the supervisor.

QUALIFICATIONS

• Minimum 6 years of professional experience in procurement, logistics, and other related fields.
• Bachelor’s degree in business administration, management, finance, or another relevant field is required. An advanced degree is preferable.
• Has experience in leading and managing the procurement and acquisition process. Preferably has experience with USAID-funded projects and understands applicable procurement-related US Government & Federal Acquisition Regulations (FAR).
• Demonstrate strong problem-solving skills, good customer relations (both internally and externally), and sound business judgment.
• Has the ability to manage and prioritize multiple concurrent bids, respond effectively to time-sensitive demands and inquiries, and be proactive in the procurement process.
• Extremely well organized, self-directed, analytical, and resilient to pressure.
• Has excellent communications and personnel management skills and the ability
• to establish and maintain good rapport with people at all levels of an organization and of multicultural backgrounds.Proficient in Microsoft Office.Fluent in Swahili and English