Procurement and Logistics Officer at Development Alternatives Incorporated (DAI)

DAI is an international development company. For 50 years, we have worked on the frontlines of international development, tackling fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. Currently, DAI is delivering results that matter in nearly 200 countries. Our development solutions turn ideas into impact by bringing together fresh combinations of expertise and innovation across multiple disciplines. Our clients include international development agencies, international lending institutions, private corporations and philanthropies, and national governments.

GRADE : 6

POSITION REPORTS TO : Finance and Operations Lead

Project Background

The purpose of the Western Kenya Water Program (WKWP) is to increase the availability of, and access to, water services in Western Kenya, while enabling better management of water resources. The GOK’s goals for devolution and achievement of the Sustainable Development Goals will drive our implementation of the Program, and we will thus focus on enabling county-wide approaches, supported by accessible models, tools, and data necessary for water security. We will employ an efficient and collaborative approach that makes best use of the natural, human, and financial resources available in Kenya across the public and private sectors.

From the Program Description in the Request for Application (RFA), we have identified the following three goals for the Western Kenya Water Program:

1. To increase the ability of selected county governments and service providers to deliver good quality, reliable, and safe water services to urban, peri-urban, and rural populations.


2. To strengthen the systems within which providers operate—including governance, financing, and WRM—building a foundation for continued, sustained improvements in country water services.


3. To support sector inclusivity, by helping to create channels for increased participated and meaningful engagement of the private sector, women and youth.

Objectives of the assignment

The Procurement and Logistics Officer is a key member of the finance and operations team. 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 main responsibility for this position is to 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

• Develop acquisition plans and present to Finance and Operations Lead 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

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