Objectives of the assignment
Ensure compliance with USAID and DAI rules and regulations in all procurement processes, from solicitation to contract execution, including organizing and leading bid solicitation processes; preparing contracts and purchase orders; and maintaining procurement files. Support procurement of goods and services, monitor vendor relationships, and train staff on procurement processes and regulations.
Tasks & Responsibilities
- Develop acquisition plans and present to Director of Finance and Operations on a regular basis.
- Monitor and track procurement activities and delivery status of goods/services.
- Ensure complete backup documentation for procurements is submitted to activity’s Finance Team for payment.
- Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
- Assist and collaborate in external or internal audits, as necessary.
- Ensure integrity, fairness, accuracy, and openness in procurement processes.
- Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
- Help activity staff become more familiar, and understand, DAI procurement policies and procedures.
- Consistent usage of DAI’s operations & procurement systems (TAMIS) in managing procurement processes.
- Assist with maintaining inventory of project property.
- Maintain electronic procurement records & files in required DAI’s systems.
- Train other DAI staff in the use of procurement systems, as necessary
- Review, negotiate, modify subcontract agreements issued by DAI’s activity.
- Manage subcontracts invoice verification and approval process as required by DAI policies.
- Coordinate local travel requests and manage drivers’ time and transportation schedule accordingly.
- Approve vehicle logbooks, fueling, and maintenance records. Prepare accident and incident reports.
- Manage procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders
- 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.
- 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.
- 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.
Qualifications
- University degree in relevant field required.
- 4 years of relevant experience in procurement and logistics preferably on international donor funded or USAID-funded activities.
- Computer literate with e-mail, word processing, and spreadsheet experience
- Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work as part of a team.
- Fluency in English is required.
- Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded activities.
