USAID Procurement Agent Job in Kenya

USAID Procurement Agent Job in Kenya

Statement of Duties:

General Statement of Purpose of the Contract

Under the Federal Acquisition Regulation’s (FAR) Part 13 Simplified Acquisition Procedures, and the U.S. Agency for International Development’s Acquisition Regulations (AIDAR) Chapter 7, and guidance from the Executive Officer (EXO), the two Procurement Agents share responsibility for procuring offshore and local Mission supplies for USAID/Kenya and East Africa (USAID/KEA) and the Somalia Mission with a combined workforce of approximately 400 employees.

The Procurement Agents: 1) ensure that competitive procurement procedures are being practiced and provides adequate responses to requisitions; 2) survey both local and offshore markets and develop strong and legal working relationships with vendors to obtain the fairest and most reasonable prices for goods and services on behalf of the U.S. Government. 3) prepare Purchase Orders and Blanket Purchase Agreements using the Mission's latest procurement mechanism to achieve goals and objectives promptly i.e., Global Acquisition and Assistance System (GLAAS) and USAID Worldwide Purchase Card.

Statement of Duties to be Performed

Planning 20%

The Agent’s acquisition responsibilities are targeted to plan, program development and support funded requests as well as OE-funded technical services and commodities under the simplified acquisition threshold of US$250,000.

Plans and prioritizes assignments as necessary and demonstrates flexibility for provision of emergency procurements.

Exercises quality control, reviews submissions for accuracy and completeness of work generated.

Conducts studies and analysis that contribute to the development of local procurement sources, best practices and prevailing market conditions.

Provides excellent customer service to vendors and USAID personnel by responding in a timely manner to matters relating to purchase orders, general vendor enquiries/concerns and provides guidance on USAID policies and procedures.

Receives and reviews requisition requests and data packages submitted via the Global Acquisition and Assistance System (GLAAS) for approvals/disapprovals by the Contracting Officer (CO), clearances by Office Chiefs and Technical officers.

Ensures completeness and accuracy of descriptions/specifications of goods/services to be procured, makes sure the language is compliant with USG procurement regulations, budget and evaluation criteria comply with the scope of work (SOW), and that the final request has funds available and is signed.

Logs-in requests in the daily receipt worksheet, acknowledges receipt of requests, and provides projection on procurement actions.

Sourcing 20%

The Agent ensures competition is sought where government regulations demand this practice (over $10,000.00 for office supplies and services and over US$2,000 micro-purchase for construction); reviews catalogs and other sources of information to locate the most favorable prices to establish fair and reasonable price; and documents the files to justify vendor selection.

Prepares solicitations for quotations by telephone for local and low value purchases; in writing by sending requests for quotations (RFQs) for local but high value and complex procurements, and finally by sending request for quotations (RFQs) for all offshore purchases.

Documents files to record activities and actions taking place or performed chronologically from the time of receipt of procurement request to file closure; and uses available resources when reviewing BPAs

for competition and reliability of services, quality and past performance.

Plans and prioritizes assignments as necessary and demonstrates flexibility for provision of emergency procurements, vendor appraisals and vendor rating.

Prepares status reports on all pending actions (i.e., purchase orders, payment vouchers etc.) on a weekly basis; and updates the procurement supervisor accordingly.

Negotiation and Analysis 20%

The Agent negotiates on behalf of the US Government to ensure USAID gets fair and reasonable prices on goods and services of high quality and is responsible for preparing and clearing cost and price analysis, justification memos, and action memoranda/waivers prior to the awarding of contracts.

Prepares Generals Services Administration (GSA) orders using the agency’s advantage website and price catalog, price schedules and order documents.

Guides the BPA ordering officers on FAR and AIDAR regulations pertaining to BPAs; obtains imprest funds as approved by the Executive Officer (EXO) to procure goods or services as required; and ensures that imprest funds obtained are accounted for within the stipulated time of 24 hours.

Minimum Qualifications Required for This Position

Any application that does not meet the minimum requirements stated below will not be evaluated.

Education:

Two years of college or university studies in Procurement, Business Administration, Economics or a related field.

Prior Work Experience:

Three years of experience in procurement, business administration, economics or a related field.

Language Proficiency:

Level IV (Fluent) English and Swahili.

Job Knowledge

Detailed knowledge or the ability to learn Agency and US Procurement regulations, instructions and procedures; supply sources for local and offshore procurement; US Federal Specifications and Standard, GSA and Simplified Acquisition procedures are required.

Should have good working knowledge of local suppliers and products available to be able to assess the reliability and capability of local contractors and/or suppliers.

Skills and abilities

Must possess skills to organize, and effectively prioritize assignments in line with procurement function/process.

Must be able to deal effectively with contractors, vendors and contractors utilizing tact and diplomacy.

Must have a high degree of integrity, impartiality and honesty.

Must possess strong interpersonal, planning, organization, writing, good negotiating and communication skills.

Must make quick and accurate decisions. Must be a self-starter able to work with minimum supervision.

Must be able to organize and assess files for completeness and accuracy by ensuring that they are properly documented to withstand the scrutiny of an audit.

Must be able to respond to or draft correspondence in well written English.

How to Apply

For more information and job application details, see; USAID Procurement Agent Job in Kenya

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