Procurement & Logistics Officer

Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance (KIPS)

POSITION Procurement & Logistics Officer

MAXIMUM LEVEL OF EFFORT Full-time long-term

BASE OF OPERATIONS Nairobi, Kenya

POSITION REPORTS TO Operations and Finance Director

1. PROJECT BACKGROUND

The purpose of the Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance activity (KIPS) is to ensure sustainable access to and appropriate use of quality-assured and affordable health commodities through a resilient and mature supply chain system and pharmaceutical regulatory services. KIPS will work to strengthen the capacity of local systems, institutions, and individuals to sustainably manage supply chains, for both USAID-procured health commodities and those procured through national/local systems, and to strengthen local pharmaceutical management systems, including quality pharmaceutical services and national regulatory systems.

2. POSITION PURPOSE

The Procurement and Logistics Officer will manage the overall procurement process for operations and technical. This position will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The Procurement and Logistics Officer will be responsible for contracting across a variety of industry sectors, managing contracts, resolving disputes, managing interpersonal relationships and communication, and investigating/following up on vendor issues. This position will also execute operations and other back-office functions on an ad-hoc basis. This position reports to the Operations and Finance Director.

3. KEY DUTIES & RESPONSIBILITIES

General Acquisition and Procurement Responsibilities

• Executes the entire procurement cycle per DAI policies and procedures and USAID regulations.

• Ensures sufficient competition for the procurement of integrity, compliance, and fairness.

• Maintains procurement plans and completes all procurement activities on schedule.

• Identifies potential suppliers through market research for Activity needs.

• Helps non-procurement staff understand the requirements for submitting complete and accurate requisitions, cost estimates, complete statements of work, and technical specifications.

• Drafts and releases professionally written requests for quotations and proposals. Determine source selection methods for complex procurement to ensure compliance.

• Facilitates evaluation committees’ meetings, leads vendor negotiations, conducts cost/price reasonability analysis, and manages draft vendor responsibility determinations and proper document selection.

• Executes purchase orders and subcontracts, track performance, and ensure delivery of goods or services by contract end dates.

• Manages professional relationships with vendors and suppliers.•

Maintains electronic procurement files in DAI’s procurement system (TAMIS) and SharePoint.• Prepares complete backup documentation for procurement and submits payment requests to finance team.

• Conducts regular reviews and spot checks on procurement-related backup documentation to ensure completeness, accuracy, and compliance.

• Provide support for day-to-day program office operations and logistics needs.

Closeout Process

• Assists and contributes to the Activity’s closeout process related to the procurement tasks as instructed by the supervisor.

General Operations

• Coordinates vendors for operations, including driver service, equipment, and other service

providers.

• Works closely with other operations team members on managing various project operations lease agreements, BPA, and similar agreements.

• Manages standardizing procurement documents, including templates, reporting, and tracking compliance.

• Assists and contributes to the updated policies and procedures of procurement and operations function in the Field Operations Manual (FOM).

• Facilitates travel and logistics arrangements.• Contributes to various project reporting and deliverables.

• Sensitizes other project staff to DAI policies and procedures for procurement and

logistics.

• Performs other duties and responsibilities as instructed by the supervisor.

4. QUALIFICATIONS

• Minimum 6 years of professional experience in procurement, logistics, and other related fields.

• Bachelor’s degree in business administration, management, finance, or another relevant field is required. An advanced degree is preferable.

• Has experience in leading and managing the procurement and acquisition process. Preferably has experience with USAID-funded projects and understands applicable procurement-related US Government & Federal Acquisition Regulations (FAR).

• Demonstrate strong problem-solving skills, good customer relations (both internally and externally), and sound business judgment.

• Has the ability to manage and prioritize multiple concurrent bids, respond effectively to time-sensitive demands and inquiries, and be proactive in the procurement process.

• Extremely well organized, self-directed, analytical, and resilient to pressure.

• Has excellent communications and personnel management skills and the ability

to establish and maintain good rapport with people at all levels of an organization and of multicultural backgrounds.

• Proficient in Microsoft Office.

• Fluent in Swahili and English

For further information and application submission, please see the link and follow the instructions:

https://fs23.formsite.com/OLJTgx/5zuwcztmnv/index

APPLICATION INSTRUCTIONS:

Select the position you are interested in applying for, fill out the required information, and upload your CV. Applicants are encouraged to apply as soon as possible, as interviews will be conducted soon. Please note that due to the volume of applications we receive and the urgency of filling positions, only shortlisted applicants will receive notification on the next steps. The application closing date will be November 6, 2024.

ABOUT DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.