Contracts and Procurement Specialist Job in Nairobi Kenya - USAID Africa Lead II Project

Contracts and Procurement Specialist Job in Nairobi Kenya - USAID Africa Lead II Project

USAID Building Capacity for African Agricultural Transformation (Africa Lead II) ProjectScope of Work
Title: Contracts and Procurement Specialist
Location: Nairobi, Kenya (with in-country and periodic international travel)
Period of Performance: October 15, 2014 – September 30, 2018 (funding dependent)
Background:
The USAID Building Capacity for African Agricultural Transformation (Africa Lead II) Project is a five-year effort to support and advance the agricultural transformation in Africa as proposed by the African Union Comprehensive African Agricultural Development Program (CAADP), while simultaneously contributing to the Feed the Future goals of reduced hunger and poverty, by building the capacity of men and women African leaders, institutions and stakeholders to develop, lead, and manage the structures needed for the transformation process.
This project has three components:
1. The establishment of institutional/organizational architecture to lead African agriculture transformation at the national and regional levels, operating at the highest level of effectiveness;
2. The operationalization of capacity to manage policy change and alignment process; and
3. The effective participation and leading when necessary, of Non-State Actors (NSAs) in the CAADP process.
Responsibilities:
The Contracts and Procurement Specialist will have primary responsibility to provide contracting and procurement support to the Finance and Administration Department.
Specifically, the Contracts and Procurement Specialist will:
Contracts Administration:

Preparation, revision and administration of contracts for purchase of goods and services;

Prepare contract briefs summarizing contractual requirements;

Track authorizations and correspondences;

Prepare contracts modification, including reporting on status of deliverables;

Maintain an audit file for each contract which will include original contract, all correspondences, changes/deviations, amendments and clarifications;

Perform closing of activities;

Procurement of Goods and Services:

Review requisitions to determine that proper specifications or purchase descriptions are included in the solicitation documents;

Prepare and review all solicitations and amendments for adequacy and completeness before they are sent to bidders;

Prepare the proposals and quotation selection memo and evaluation report together with the evolution committee members;

Enter requisition in TAMIS for locally procured goods required for Nairobi office;

Ensure proper competition requirements are met, according to the Africa Lead II procurement manual and USAID regulations;

Complete comparison bid matrix in TAMIS;

Check all venders against SAM lists;

Submit requisition to Finance and Operations Director for approval and follow upon for team Leader approval;

Ensure purchase orders are signed by both parties and filled appropriately;

Understand and ensure compliance with Africa Lead II geographic code and source/origin requirements from USAID procurement guidelines;

Undertake the entire annual Expression of Interest for Business service providers and the preferred vendors.

(The Ad, Bidders tracker, review of the evaluation report for compliance);

Monitor vendor performance for compliance with terms and conditions of award;

Follow on DUNS vendor registration;

Contributes to team effort by accomplishing related results as needed.Independent Consultants and Staff:

Assist Finance and Operations Director and technical staff with identification of independent consultants including staff hires;

Follow up with potential consultants and staff on supporting documentation to facilitate such hires;

Prepare independent consultants’ agreement and ensure full execution;

Prepare employment agreement and ensure full execution;

Update ICA and employment agreements on TAMIS;

Coordinate the posting of formal advertisements in local papers or websites when required;

Check all potential consultants and staff against SAM list;Record Keeping:

Maintain procurement filling system in accordance with Africa LEAD II Project

Record Map and DAI policies; hard copy and soft copy filling;

Periodically audit of office technical project files;

Keep and update the request for proposals tracker;

Keep and update the request for quotation tracker;

Keep and update the STTA tracker;

Keep and update leave days tracker;

Update ICA and Staff filesReporting:

Provide to the Finance and Operations Director weekly short bulleted list of priorities for upcoming week and accomplishments from previous week.Other:

Participate in weekly staff meetings;

Undertake any other duties as may be assigned by the Finance and Operations Director or team.

Performance Criteria: Africa Lead II is a performance-based project, highly dependent on individuals and team core competencies.

Each staff member will participate in a semi-annual evaluation and receive feedback.

Based on this evaluation, decisions related to promotion or salary increase will be made.Supervision:
The Contracts and Procurement Specialist will report to the Finance and Operations Director, and will collaborate closely with other members of the Team - to ensure smooth coordination of activities.
Qualifications, Background and Experience:
Education:
Possess minimum of degree in Business Administration or equivalent;
Work Experience:

Minimum of 3 years of work experience in the field of procurement and contracts in USAID funded projects;

Experience of providing excellent customer service;

Experience of working in a fast paced office environment.Skills:

Demonstrated effective interpersonal skills;

Good written and communication skills;

Ability to work to deadlines;

Excellent attention to details;

Ability to maintain confidentiality;

Computer skills in word processing and spreadsheet and ability to use database programs.If you believe you qualify for this job, kindly submit your CV and current/expected salary to hrafricalead@dai.com
Only qualified candidates will be contacted.
Deadline to submit your CV is October 17, 2014.