Jobs at DAI Kenya – Development Alternatives, Inc

Procurement Jobs, Business Management jobs, Jobs in Kenya,

Procurement Officer

Objectives of the assignment

• The Procurement Officer will report to the Regional Coordinator and work in close collaboration with the Nairobi-based Director for Finance and Operations. 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 Procurement Officer will oversee and conduct procurement of subcontracts and other goods and services, ensuring consistency with DAI and the activity’s policies and procedures. Working with programmatic and other operations staff, ensure that all contract actions are compliant with US Federal Acquisition Regulations (FAR) and Agency for International Development Acquisition Regulations (AIDAR) regulations, as well as DAI policies and procedures.

Tasks & Responsibilities

• General Acquisition & Procurement Responsibilities at the regional and county level:
• Handle the procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders.
• Monitor and track procurement activities and the delivery of goods/services.
• negotiate, modify subcontract agreements issued by DAI’s activity.
• subcontracts invoice verification and approval process as required by DAI policies.
• Oversee solicitation of bids and quotes from vendors in adherence with policies & approved requisitions and procurement plans
• Conduct price/cost/reasonability analyses.
• Review requisition documentation, cost estimates, statements of work, etc. against procurement plans and budgets.
• Ensure complete backup documentation for procurements is submitted to activity’s Finance Team for payment.
• 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 procurements to ensure compliance.
• May serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds.
• Assist activity staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
• Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency; prepare cost evaluation data, and source selection documentation.
• 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.
• Work closely with various home office support staff as necessary.

Policies & Procedures

• Maintain integrity, fairness, accuracy, and openness in procurement processes.
• Follow all DAI/USAID and FAR policies, and procedures.
• integrity, fairness, accuracy, and openness in procurement processes.
• DAI/USAID and FAR policies, and procedures are followed and enforced.
• Help activity staff become more familiar, and understand, DAI procurement policies and procedures.
• Procurement Management Systems
• Comply with consistent usage of DAI’s operations and procurement systems (TAMIS) in managing procurement processes.
• Maintain electronic procurement records & files in required DAI’s systems.
• Train other DAI staff in the use of procurement systems, as necessary

Logistics

• with maintaining inventory of project property.
• local travel requests and manage drivers’ time and transportation schedule accordingly.
• vehicle logbooks, fueling, and maintenance records. Prepare accident and incident reports.

Qualifications

• degree in relevant field required.
• years of experience including 3 years of relevant experience in procurement and logistics preferably on international donor funded or USAID-funded activities.
• literate with e-mail, word processing, and spreadsheet experience
• to multi-task and prioritize tasks. Excellent organizational skills and ability to work as part of a team.
• in English is required.
• of USG and FAR regulations and procurement and acquisition aspects of USAID-funded activities.
• for individuals that have worked in northern and southeastern Kenya, especially Garissa, Isiolo, Marsabit, Samburu, Turkana, Wajir, Kitui, Makueni, and Taita Taveta
• for individuals that have worked on programs with a focus in water, sanitation, agriculture, or sustainable livelihoods.

Grants

OBJECTIVES (SCOPE)

• S/he will report to the Grants Manager and provide oversight and auditing support to ensure post-award management in accordance with the relevant regulations, including but not limited to reporting in accordance with USAID directives and policies, and conducting site visits to support monitoring of grantees.

TASKS (PERFORMANCE REQUIREMENTS)

Planning and Implementation

• grants management under the advisory of the Grants Manager.
• work planning and activity planning to align the grants program with overall project activities.
• the Grants Manager in the development of timeline and details required for any activities needing grants; conduct market search and price analysis in coordination with technical staff.
• with staff requesting grants to prepare Request for Applications (RFAs) to solicit applications and assess the capacity and readiness of potential grantees.
• the Grants Manager in the evaluation and selection committee process for grantees.
• the Grants Manager to draft the required approvals to ensure compliance with internal and external contract and policy requirements.
• the Grants Manager to draft grant agreements and amendments, explaining terms, conditions, roles, and responsibilities. Ensures that identified weaknesses in initial grantee assessments and related requirements are incorporated into the agreements explicitly/clearly with the required monitoring and actions on the part of the grantee.
• the Grants Manager to organize kickoff meetings and apprises grantees of the responsibilities, requirements and policies and procedures to be followed during the life of the grant.
• the Grants Manager to ensures post award grant management in accordance with relevant regulations and generates reports of status of grant activities, such as forecasting payment, inventory, amendments, close outs, and sector specific data (i.e. monthly and quarterly reporting).
• the Grants Manager to ensure on-time deliverables, payments, and cash flow requests by monitoring milestones and payment schedules.

Compliance

• grants for completeness and appropriateness with the work plan.
• all required documentation is uploaded in the grants database TAMIS.
• grant milestones and requests for payments against grant agreements to ensure compliance.
• the audit of grant files.
• tasks as assigned.

QUALIFICATIONS

• degree required, degree in business or related field preferred.
• least 5 years of professional experience, including increasingly responsible grants experience, preferably with international donor-funded organization.
• with USAID rules and regulations required.
• experience with DAI policies, procedures, and systems (TAMIS) preferred.
• to solve complex technical, managerial, or operational problems and evaluation options based on relevant information.
• communication skills – both written and oral – in English and Kiswahili