Procurement Officer at DAI Kenya - Development Alternatives, Inc.

Role’s Purpose: 

The Procurement Officer is a key member of the Project Team. 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 main responsibility for this position is to conduct procurement of goods and services. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Officer will be responsible for gathering complete procurement related backup documentation and auditing prior to submission to the Project´s Finance Team. S/he will develop and release solicitations, and conduct price/cost/reasonability analyses, as well as perform any other related duties as assigned. 

Key Duties and Responsibilities:  

Audit 

• Prepare complete backup documentation for procurement purchases & submit to project’s Finance Team. 
• Conduct daily reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance. 
• Perform regular spot audits of procurement files. 
• Assist and collaborate in external or internal audits as necessary. 

Compliance/Policies & Procedures 

• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes. 
• Ensure adequate competition is achieved, as per DAI policies and procedures. 
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced. 
• Help other project staff become more familiar, and understand, the DAI policies and procedures as related to procurement. 

Procurement Management Systems

• Enforce use of DAI’s operations & procurement system, etc. 
• Maintain electronic procurement records & files in various DAI’s system platforms. 
• Help DAI staff understand the use of procurement systems as necessary. 

General Acquisition & Procurement Responsibilities

• Solicit 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. 
• Gather current pricing information independently. 
• Conduct price/cost/reasonability analyses.
• 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. 
• 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. 
• Ensure procurements are approved by the required DAI authorities, and/or client approvals are received before awards are made. 
• 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 procurement system (TAMIS) 
• Work closely with various home office support staff. 
• Other duties as assigned. 

Qualifications 

• B.A. Degree in Procurement and Supply chain, Accounting, Finance, Business Administration or equivalent. An advanced degree, MBA, or equivalent is preferred.  
• 7+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization. 
• Prior 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. 
• Proficiency using Microsoft office suite, and other relevant software. 
• Prior work experience in Somalia. 
• Fluency in English and Somali is required.  

Skills  

• Ability to respond effectively to time sensitive demands and inquiries.   
• 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. 
• Accuracy in working with large amounts of data. 
• 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. 
• Detail-oriented and solutions oriented.  

Reporting 

• The Procurement Officer will report to the Operations and Grants Manager.