• Procurement Agent Job at The U.S. Embassy to Kenya

  • Posted on: 9 January, 2017 Deadline: Not Specified
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  • The U.S. Embassy to Kenya opened in 1964. Through fourteen Ambassadors since then, the Embassy has enriched the ties between the American and Kenyan people and served the needs of Americans in and around this East African hub. Chief among the U.S. Mission's goals are fostering the development of a sound Kenyan economy, strengthening the institutions of Kenyan democracy, helping to prevent the spread of HIV/AIDS, and promoting U.S./Kenyan business ties.

    Procurement Agent

     

    The incumbent serves as Locally Employed (LE) Staff Sourcing Consultant/Procurement Agent for the U.S. Mission to Kenya, which includes a chancery New Office Building (NOB) and New Office Annex (NOX), large warehouse complex, 298 owned or leased residences, Medical Research Unit (MRU), International School of Kenya (ISK), Peace Corps and Maintenance Shop (R04). Provides a variety of supplies and services in support of 58 agencies utilizing contracts, purchase orders, purchase card, blanket purchase agreement, delivery orders, and against existing General Services Administration (GSA), Department of State or other U.S. Government (USG) contracts. This includes chartering of planes, booking hotels, gathering market research and providing Integrated Logistics Management Systems training to clients (ILMS).

    Responsibilities

    • Provide technical advice on procurement activities to officials of substantive units during all phases of Sourcing cycle. Primary purchasing agent for offshore residential furniture, furnishings and appliances; office supplies and equipment, motor vehicles, computer equipment; items under GSA contract; specialized equipment, supplies, tools and electronics.  Prepares contracts and performs contract administration for local contracts for supplies and services.  Manages unit data collection and reference. 
    • Oversee adherence to contractual agreements, recommend amendments and advise vendors and requisitioners on contractual rights and obligation; Conduct or coordinate all phases of negotiation of disputes arising from contacts. May visit bidder’s establishments in connection with this review to determine capabilities, and to negotiate prices and other procurement factors.  May arrange, and participate in, other negotiates between bidder and Contracting Officer.  Prepares purchase orders and obtains necessary signatures.
    • Issue Requests for Quotations; Develop and prepare contracts for the procurement of goods and services; Evaluate responses and make recommendations for the finalization of purchase and award of contracts. Approve procurement orders to up to the authorized limits and prepare draft submissions for the Contracting Officer before presentation to the local committees on contracts for review and subsequent approval by the authorized official.
      Develops and maintains market data relative to supplier and prices. Maintains or directs the maintenance of procurement reference material, including State and other agency regulations and instructions, GSO catalogues, U.S Federal Specifications and Standards, examples of contracts, real estate leases, and purchase orders which constitute precedents or may be used as conference in future procurements.
    • Key embassy contact for Correspondence with vendors on enquiries and issues relating to procurement, sorts out vendors queries related to purchases and late payments amongst others.
    • Review procurement request packages for supplies and services from any of the 58 supported ICASS customer agencies for completeness of the procurement request packages (technical information and specification, recommended vendor, and other details such required date of delivery and availability of funds is provided, and confers with requesting officer as required to ensure request information is complete).  Determines charging information, dependent upon agency or state sub-organization.
    • Determines type of contracting action required (purchase order, delivery order, purchase card, standard commercial or non-commercial item contract); recommends vendor and if local vendor is determined to be the best source involving a purchase order action, refers request to another purchasing agent as appropriate.  
    • Develop training plans with employees to ensure they have the necessary expertise to carry out their jobs, in particular, proper use of procurement process and procedures and the provision of high quality customer service quarterly and on need by need basis.
    • Coordinate with the other agencies such as Financial Management Center, Warehouse, Motor pool and other requesting agencies on supply planning, providing technical advice on procurement specifications and terms of reference as well as manage the supply and service administration aspect especially in the End of Year Procurement.
    • Coordinate and undertake with other section agencies such as Financial Management Center, GSO Travel, Leasing, Shipping and Customs, USDA and Warehouse to monitor services and supply chain activities such as receipt at USDA, transportation of the supplies and equipment, stock management and distribution to the end user.
    • Coordinates the Integrated Management Logistics Services (ILMS) training and facilities and make prior arrangements for the provision of the required books and sites for information access to Ariba users in the mission.
    • Tracks procurements through the entire sourcing chain – PR, FMC, Vendors, CRP, USDA, Shipper, Customs clearing, Warehousing receiving, Delivery to Customers, FMC Vendor payments.
    • Provides regular status updates to customers and Closes out files when procurements are complete. Participate in regular training events for customers and vendors.
    • In the absence of the Contract Specialist and team leaders, acts as the primary interface between Procurement, the COR and the contractor in terms of contract administration.
    • Upon determination that a procurement request is best met via a commercial item or noncommercial item contract,  works with the team leaders and the LES procurement supervisor  to prepare and distribute solicitations for bids for supplies and services.  Such solicitation includes statement of work, pricing matrix, contract clauses as required by FAR and DOSAR, representations and certifications (e.g. certification of incorporation, licensing or that a company is not participating in the Arab League boycott), instructions to offerors, conditions, site visits and pre-proposal conferences, and evaluation factors for the award of the contract.
    • Works with the Team Leaders to distribute solicitation to potential bidders, to place advertisements, and to list on FedBizOps as appropriate.  Jointly with the Specialist, receives and reviews bids to determine which bidders are qualified and prepares documents and instructions for the Technical Evaluation Panel (TEP).  May determine independent government estimates and provide other factual information for use by the TEP members.
    • Upon identification of those bidders considered to be technically qualified, works with the LES Supervisor, the Team Leaders, Contracting Specialist and the Contracting Officer in negotiating prices for the contract with the successful bidder(s) utilizing such techniques as requests for “best and final” offer, telephone or face negotiation, etc.
    • Upon final selection of contract for the requested service of supply, support the Contract Specialist to prepare contract and to administer such contracts according to established regulations and procedures and based on OPE guidance and model contracts.  
    • Upon direction from the Contracting Officer, the LES Supervisor and the team leader, assists the Contract Specialist to prepare appointment of Contracting Officer’s Representative (COR), and to instruct the COR in his/her duties.   Assists the Contract Specialist to review and report on contract performance and to make recommendations for contractor performance improvement.
    • Supervises the Procurement databases for his/her portfolio, including data collection and tracking of Procurements actions.  Ensures requesting offices receives accurate and timely notification of actions, status reports, queries from vendors, receipts of goods etc.  
    • Maintains and  procurement reference materials that are relevant to his/her portfolio, including GSA catalogues and contracts, vendor catalogues, samples, and sample purchase orders which may be useful as references in future procurements, Maintains and/or supervises the maintenance  of purchase order files related to his/her portfolio.
    • With the support of the LES Supervisor and Team Leaders, prepares Blanket Purchase Agreements (BPA) and/or Indefinite Delivery, Indefinite Quantity contracts (IDIQs) for general construction, electrical maintenance, framing services, local stationery and printing, and others as assigned by the Procurement supervisor.   Ensures that BPA Limits are not exceeded.  Guides the BPA ordering officers on FAR regulations pertaining to BPAs.
    • Enters data regarding all purchases of US$3000 and above into the Federal Procurement Data System (FPDS-NG) accurately and on time.Reviews and reconciles monthly purchase card statements by no later than the 5th of each month. 
    • Other procurement duties as assigned.

    Method of Application

    Interested and qualified? Go to U.S. Embassy to Kenya career website on www.fuzu.com to apply

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