Kenya: Procurement Agent

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Organization: US Agency for International Development
Country: Kenya
Closing date: 07 Aug 2018

I. GENERAL INFORMATION

1. SOLICITATION NO.: 18-124

2. ISSUANCE DATE: July 25, 2018

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 7, 2018 (4:30 PM East Africa Time)

4. POSITION TITLE: Procurement Agent

5. MARKET VALUE: Equivalent to FSN-PSC 09 (Step 1 2,426,261 KSH to Step 13 4,124,645 KSH per annum)**.** In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: Initial 1 year probationary period with renewable contract(s) contingent on performance, position need, and funds availability.

7. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

8. SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

· Undergo a comprehensive background investigation and;

· Obtain and Retain an embassy issued Security Certification.

9. STATEMENT OF DUTIES: (See Below)

10. AREA OF CONSIDERATION: Open to qualified Kenyan Citizens and current employees of the U.S. Mission. Employees currently on probation are ineligible to apply. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, age, religion, sex, sexual orientation, national origin, political affiliation, disability status, veteran status, marital status or any other characteristic for equality of opportunity in all aspects of employment.

11. PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

II. BACKGROUND

Under the Simplified Acquisition Regulations FAR Part 13 and Agency for International Development Acquisition Regulations, Agency for International Development Acquisition Regulations ( AIDAR) chapter 7, (FAR) and guidance from the Procurement Specialist, He/She procures offshore and local Mission supplies for USAID/Kenya and East Africa which consists of approximately 400 employees. Under the Simplified Acquisition Regulations, FAR Part 13 and Agency for International Development Acquisition Regulations, Offers procurement support to USAID/EA/Burundi and USAID/EA/Djibouti (Regional Missions). Ensuring that competitive procurement procedures are being practiced and providing adequate responses to requisitions. Surveying both local and offshore markets and developing good and legal working relationships with vendors to obtain the most fair and reasonable prices on goods and services on behalf of the U.S. Government. Preparing Purchase Orders and Blanket Purchase Agreements using the Mission’s latest mode of procurement to achieve goals and objectives promptly, i.e. Global Acquisition and Assistance System (GLAAS) and USAID Worldwide Purchase Card. Maintaining appropriate documentation records in each file for smooth follow up of orders, delivery, payment, close-out and audit purposes. Assisting with the duties of the Procurement Supervisor during his annual leave, sick leave or training periods. Typical procurements include computer equipments and software, aircharters, advertisement in local and international newspapers, conference facilities, copiers including maintenance services and consumables, motor vehicles, fuel, telecommunication equipment, printing of certificates and lamination, imprest funds, courier services, hardware supplies, locksmith and glassware, satellite dish installation, imprest funds for local office and household supplies and makes rush local purchases. Procure goods and services totaling more than US$ 1,000,000.00 annually for Mission operations and non-presence countries.

III. MAJOR DUTIES AND RESPONSIBILITIES

Contract management (30%)

Once purchase order/contracting documents are cleared/approved in full, reviews the purchase orders to ensure funds are sufficient, inserts contract date, makes copies and distributes accordingly (original to the file, copy to the vendor together with a covering letter for acceptance/rejection of award and indication of delivery/performance dates, copy to requester, copy to customs and shipping office to facilitate clearing, copy to funding office and the last copy to warehouse to facilitate receiving and inspection once in receipt of goods.

Maintains an accurate record of procurements made including, checklists, cables, buyer information, open market, GSA and FSS publications, Contractors contacts, Government regulations and directives, assuring that adequate information is available. Assists, under the supervision of the Procurement Supervisor, when requested, in local procurement to neighboring Missions. Typical procurement are office and household supplies, typewriter repairs, vehicle and office machine parts and office machines. These orders often are required on an urgent basis and include arrangement of transportation. Communicates by cable, fax and telephone with other Mission to assure procurement are correct as per instruction and to coordinate shipments. For all of the above types of procurement, assures that documents are distributed to vendors, shipping agencies, Accounting offices and Warehouse. Follows up on all orders not promptly received. Coordinates correspondence by letter, memo, cable, fax and internet with forwarding agents, vendors and shippers and the Unites States Dispatch Agency (USDA), airlines or other parties to ensure that delivery of goods is completed. Ensures follow-up by preparing correspondence to the vendors on short shipments to assure completion of orders and documents relevant procurement file. Maintains a log of all purchase orders. Upon receipt of Receiving and Inspection Reports, reviews and distributes copies to Controller, Warehouse, Procurement files and requesting offices. Closes-out procurement files as required by Mission regulations.

Planning (20%):

Determines the appropriate procurement method based on government estimate and urgency of requirement and locates prospective vendors locally and internationally who are both responsive and responsible. In all actions upon receipt of procurement request, opens a procurement file, labels relevant log number and vendor's name, enclosed relevant procurement procedures attachments/documents i.e. purchase order file fiscal data check list, purchase order worksheet, and procurement steps and procedures for the USAID and updates the file. Reviews descriptions or specifications and ensures the accurate preparation of Purchase Orders by enclosing the correct FAR clauses, mode of shipment, delivery location, performance standards, invoicing instructions, request for banking information, terms of payments and ensures the correct funds have been reserved and properly approved by RFMS – Regional Financial and Management Services. Carries-out Procurement research to identify new and upcoming vendors in relation to mission needs both locally and internationally.

VAT & Close outs (20%):

Is responsible for following up on invoices for VAT exemption certificate. He /She is responsible in following up on file close outs. Upon receipt of payment invoices from vendors RFMS, reviews invoices for accuracy and Completeness and based on Receiving and Inspection Reports or notification of receipt of goods by the USDA, or certification of services by the requesting office or Contracting Officers Representative (COR), attaches certifying documents for the Executive Office approval. Upon approval, makes a copy for the file, records the original and forwards to RFMS to process payment. When complete payment has been received and vendor has acknowledged receipt, incumbent facilitates file close-out as guided by Mission policy and FAR part 4.

Sourcing (15%)

Ensures competition is sought where government regulations demand (over $3,000.00 for office supplies and services and over US$ 2,000 micro-purchase for construction). Reviews catalogs and other sources of information to locate most favorable prices to establish fair and reasonable price and documents the files to justify vendor selection. Documents the files to record activities/actions taking place/performed chronologically from the time of receipt of procurement request to file closure. Uses available resources when reviewing BPAs for competition and reliability of services, quality and past performance. Plans and prioritize assignments as necessary and demonstrates flexibility for provision of emergency procurements, vendor appraisal and vendor rating. Prepares reports on status of all pending actions i.e. purchase orders, payment vouchers etc. on weekly basis and Up-date the procurement supervisor accordingly. Negotiates on behalf of the US Government to ensure USAID gets fair and reasonable prices on goods and services of high quality. Is responsible to route/hand carry procurement documents for approval and necessary clearance and funding.

Negotiation and analysis (15%):

Upon receipt of quotes he/she does the negotiations for fair and reasonable price and does the cost and price analysis. Prepares justification memos and ensures action memorandums/waivers are in place prior to award to contractors. Prepares GSA – Generals Services administration orders using GSA advantage website and price catalog, price schedules and order documents. Guides the BPA ordering officers on FAAR regulations pertaining to BPAs. Obtains imprest funds as approved by Executive Officer (EXO) to procure goods or services as required. Ensures that imprest funds obtained is accounted for within the stipulated time of 24 hours.

IV. POSITION ELEMENTS:

A. Supervision Received: Supervised by the Procurement Specialist

B. Available Guidelines: Federal Procurement Regulations; USAID Procurement Regulations; Automated Directive Systems (ADS); Mission Orders; other written directives, the General Services Administration Catalog, US Federal Specifications and Standards.

C. Exercise of Judgment: Purchase order price negotiations.

D. Authority to Make Commitments: None.

E. Nature, Level and Purpose of Contacts: Contacts with other employees to establish procurement requirements and specifications; suppliers and contractors.

F. Supervision Exercised: None.

G. Time Required to Perform Full Range of Duties after Entry into the Position: One year

H. Time Expected to Reach Full Performance Level: One year.

V. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

REQUIRED QUALIFICATIONS

A. Education: Bachelor degree in Procurement, Business Administration, Economics or a related field.

B. Prior Work Experience: More than five years’ experience in procurement. Must be a self-motivated and reliable person who can work with minimum supervision. Computer literacy and experience with a resource planning system (RPS). Should have good working knowledge of local suppliers and products available. Must possess skills to plan, organize, and prioritize assignments in line with procurement function. Must possess strong writing, communication and negotiating skills. Must have a high degree of procurement integrity, impartiality and honesty.

C. Post Entry Training: Participation in various training course related to management and US Government procurement courses.

D. Language Proficiency: Level IV (fluent) English is essential and Swahili.

E. Job Knowledge: Detailed knowledge of Agency and US Procurement regulations, instructions and procedures; supply sources for local and off‑shore procurement; US Federal Specifications and Standard, GSA and Simplified Acquisition procedures. Should have good working knowledge of local suppliers and products available to be able to assess reliability and capability of local contractors and/or suppliers. Must be a self-starter with minimum supervision.

F. Skills and Abilities: Must possess skills to organize, prioritize assignments in line with procurement function/process in an effective manner. Must be able to deal effectively with contractors, vendors and contractors utilizing tact and diplomacy. Must have a high degree of procurement integrity, impartiality and honesty. Must possess strong inter-personal, planning, organization, writing, good negotiating and communication skills. Must make quick and accurate decisions. Must 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.

VI. EVALUATION AND SELECTION FACTORS

Applicants must submit a cover letter of no more than one letter-size page, which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above. As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided. The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored.

  • Prior work experience (30 points)

  • Job Knowledge ( 30 points)

  • Skills and abilities ( 40 points)

Total possible points: 100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks. References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria. USAID reserves the right to conduct interviews with the top ranked short-listed applicants. The interview will be one of the determining factors in the final selection.

How to apply:

Step 1: Register in Myhotkenyanjobs at www.myhotkenyanjobs.com

Step 2: Complete the job application questionnaire at www.myhotkenyanjobs.com/usaid. The applicant must answer all the questions in the Questionnaire.

Step 3: Internal Applicants/Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to Myhotkenyanjobs.

OR

External Applicants/Not Current USG Employees: Attach a cover letter explaining your qualifications for the position, updated curriculum vitae/resume (no more than five pages) including a minimum of 3 references with contact information, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload to Myhotkenyanjobs .

Note to Applicants:

  1. Applications must be received by the closing date and time specified in Section I and submitted through myhotkenyanjobs.com as stated in Section VII.

  2. To ensure consideration of applications for the intended position, applicants must prominently reference the Solicitation number in their cover letter submission.

  3. Submissions will only be accepted through www.myhotkenyanjobs.com/usaid. Late and Incomplete applications (those that do not contain a cover letter, the applicant’s most current and up to date detailed CV, relevant education certificates and three (3) to five (5) references with contact information) will not be considered for the position. The closing date for receipt of applications is indicated above.

  4. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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