Procurement and Local Subcontracts Manager
DAI , Nairobi, Kenya
DAI, a global development consulting firm, seeks applications from qualified candidates for the position of Procurement and Local Subcontracts Manager for the Kenya Integrated Water, Sanitation and Hygiene (KIWASH) project.
The Kenya Integrated Water, Sanitation, and Hygiene (KIWASH) Project is a USAID-funded project with its primary goal being to improve lives and health of Kenyan citizens in nine counties through development and management of sustainable WASH services. Its purpose is to institutionalize catalytic models of sustainable service delivery for accelerated water and sanitation access in target counties and to improve complementary hygiene behaviors. From September 2020 to September 2021, through a 12-month extension, KIWASH will pivot its activities to respond to the COVID-19 pandemic while maintaining and advancing the development gains with county governments, water service providers, WASH enterprises and sector stakeholders. In its six year of implementation, KIWASH targets to improve access to drinking water, sanitation and hygiene services for at least 140,000 Kenyan citizens in the nine counties.
KIWASH activities are implemented in nine counties in two principal focus areas: Busia, Nyamira, Migori, Siaya, Kisumu, and Kakamega counties in the Lake Victoria Focus Area, and Kitui, Makueni, and Nairobi counties in the Tana/Athi Focus Area.
***This position is open to Kenyan nationals only and will go up to July 2021. ***
Summary of Primary Duties
The Procurement and Local Subcontracts Manager leads the Procurement Team. He/She 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 oversee the procurement of goods and services and overseeing the grants process. 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/grantee issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Manager will be responsible for overseeing and ensuring that complete procurement related backup documentation is provided prior to submission to Finance Team. He/She will oversee solicitations, and price/cost/reasonability analyses.
- Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required.
- Monitor and track procurement activities and delivery status of goods/services.
- Ensure complete backup documentation for procurement purchases is submitted to project’s Finance Team.
- Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
- Assist and collaborate in external or internal audits as necessary.
Policies & Procedures
- Ensure integrity, fairness, accuracy, and openness in procurement processes.
- Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
- Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary.
- Work with the infrastructure team to ensure infrastructure policies are upheld as outlined in Field Operations Manual.
Procurement Management Systems
- Enforce use of DAI’s operations & procurement system (TAMIS), etc.
- Maintain electronic procurement records & files in various DAI’s system platforms.
- Train other DAI staff in the use of procurement systems, as necessary.
General Acquisition & Procurement Responsibilities
- Manages procurement processes for all grant and technical activities, including determining procurement requirements, ensuring the most appropriate procurement methods are used, and ensuring transparent processes are utilized.
- Oversee solicitation 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.
Ensure pricing information is accurate and aligns with acquisition policies.
Conduct price/cost/reasonability analyses.
Review requisition documentation, cost estimates, statements of work, etc.
- 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.
- Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds.
- Ensure compliance with DAI, USAID and RFAR requirements on sub-contract closure and /termination.
- 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.
- 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 system.
- Work closely with various home office support staff .
- Carry out other duties and responsibilities as directed.
- Supervises the Procurement and Local Subcontract Officers,
- Train the project staff to become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary.
Base of Operations
The Manager will report to the Director of Finance and Administration.
· Bachelor’s degree in Business Administration or related field. A Masters’ degree is preferred.
- 8+ years of relevant experience and progressive responsibility in procurement.
- Minimum 5 years’ experience working in a procurement role in Mid to Senior Management.
- Minimum 3 years’ 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.
- Experience in procurement for infrastructure projects.
- Accuracy in working with large amounts of data.
- Ability to respond effectively to time sensitive demands & inquiries.
- Proficiency using Microsoft office suite, and other relevant software.
- 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.
- 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. **
- Fluency in English is required.*