Contract and Procurement Officer at FHI 360

The Contract and Procurement Officer will report to NHPplus Chief of Party for general direction on all prime award issues including requests and communications with the donor. He/she will report to the Associate Director, Contract Management Services, Kenya to manage the NHPplus prime award elements as well as the procurement of equipment, supplies and nutrition commodities and to ensure full compliance with the USAID donor rules and regulations. The duties shall include drawing up and managing the contract compliance matrix and the detailed procurement plan.

• Collaborates and works closely with the NHPplus team on all contract and procurement needs of the contract, advises and implements the most appropriate contracting and procurement vehicles and mechanisms to meet expectations and delivery of services and goods of the project.
• Manages the procurement process of services, equipment, supplies and nutrition commodities, for Nutrition and Health Program plus including receives, reviews and processes requisitions and other documents related to the purchase of services, supplies, commodities and equipment for the project.
• Contacts suppliers to schedule or expedite orders and deliveries, resolve shortages, missed or late deliveries to ensure contract terms and project needs are met, and enforce incentives for poor performance.
• Reviews and makes recommendations on the inspection and acceptance of the bills for payment.
• Maintains documentation of purchase orders and verifies invoices/bills of payments with the Commodities and Logistics Specialist and the NHPplus accounting processes.
• In collaboration with the Logistics Specialist, follows up on any bill of payment issues not accepted for the credit notes to be properly presented by the providers/suppliers prior to the affected transactions processing for payment.
• Maintains policies and procedures of organizational and donor regulations affecting purchases and shares information with management, the relevant staff members and vendors.
• Maintains records on purchase price information on both open market and contract purchases and revises these as conditions changes; obtains quotations on open market purchases.
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Assists with developing and revising procurement operating procedures and policies.
• Collaborates with the NHPplus Team on procurement planning, assists in developing the right and timely specifications, calls for bids/quotations, analyzes quotations received, recommends and documents the source selection, completes the ordering process, communicates with the apparent and final supplier, and schedules deliveries for the project.
• Obtains certifications of delivery and conducts check against orders. Checks and approves invoices for orders placed.
• Provide capacity building to staff on policies and procedures of procurement related topics and functional areas.
• Inventories equipment, assist with filtering equipment throughout the asset management life cycle and prepares equipment for end-of-life disposition.
• Comply with and maintain knowledge of applicable rules, legislations, regulations and standards and best practices related to procurement actions to ensure they meet FHI 360 and USAID standards.
• Develops and maintains necessary records and files for efficient operation.
• Perform any other related duties as assigned by the Chief of Party.

Knowledge, Skill, Abilities, Expertise And Complexity

• Strong knowledge of procurement methods and procedures
• Knowledge of USAID purchasing policy and procedure
• Demonstrated analytical and problem solving skills
• Ability to analyze and interpret data, identify errors and prepare reports
• Ability to work well with others and independently
• Achieves quality and timeliness goals for projects
• Understanding of basic finance management with regards to book-keeping principles
• Excellent oral and written communication skills
• Proficient use of Microsoft Office and computer software skills.

Minimum Requirements Standards

• BS/BA/BCom with minimum 7 years’ experience or MS/MA/MBA with 5 years’ relevant experience
• Certification in purchasing/procurement is preferred with a minimum of 5 years’ working in a procurement environment would be an added advantage
• Prior experience in a non-governmental organization (NGO) preferred.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.