Contract and Procurement Officer, Nairobi at FHI 360 208 views0 applications

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of: Contract and Procurement Officer

Description

Kenya Nutrition and Health Program plus goal is to increase access and demand for nutrition services and improve food and nutrition security, as well as commodity management support. At national level Nutrition and Health Program plus aims to expand Nutrition Assessment Counseling and Support (NACS) services beyond HIV, offering technical and financial support to roll-out NACS including High Impact Nutrition Interventions (HINI). To help achieve this, national and sub-national levels will be engaged to create a heightened profile for nutrition and strengthen budgeting, planning and monitoring and evaluation (M&E) to allow the GOK to gradually manage nutrition service provision on its own. Nutrition and Health Program plus will provide commodity management support for vulnerable populations following PEPFAR Food and Nutrition guidance, and be expanded at national level to reach additional clients. A critical element of this work will involve coordination with and strengthening of existing USAID/K efforts.

The Contract and Procurement Officer will report to NHPplus Chief of Party for general direction on all prime award issues including requests and communications with the donor. He/she will report to the Associate Director, Contract Management Services, Kenya to manage the NHPplus prime award elements as well as the procurement of equipment, supplies and nutrition commodities and to ensure full compliance with the USAID donor rules and regulations. The duties shall include drawing up and managing the contract compliance matrix and the detailed procurement plan.

Job Summary / Responsibilities

• Collaborates and works closely with the NHPplus team on all contract and procurement needs of the contract, advises and implements the most appropriate contracting and procurement vehicles and mechanisms to meet expectations and delivery of services and goods of the project.
• Manages the procurement process of services, equipment, supplies and nutrition commodities, for Nutrition and Health Program plus including receives, reviews and processes requisitions and other documents related to the purchase of services, supplies, commodities and equipment for the project.
• Contacts suppliers to schedule or expedite orders and deliveries, resolve shortages, missed or late deliveries to ensure contract terms and project needs are met, and enforce incentives for poor performance.
• Reviews and makes recommendations on the inspection and acceptance of the bills for payment.
• Maintains documentation of purchase orders and verifies invoices/bills of payments with the Commodities and Logistics Specialist and the NHPplus accounting processes.
• In collaboration with the Logistics Specialist, follows up on any bill of payment issues not accepted for the credit notes to be properly presented by the providers/suppliers prior to the affected transactions processing for payment.
• Maintains policies and procedures of organizational and donor regulations affecting purchases and shares information with management, the relevant staff members and vendors.
• Maintains records on purchase price information on both open market and contract purchases and revises these as conditions changes; obtains quotations on open market purchases.
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Assists with developing and revising procurement operating procedures and policies.
• Collaborates with the NHPplus Team on procurement planning, assists in developing the right and timely specifications, calls for bids/quotations, analyzes quotations received, recommends and documents the source selection, completes the ordering process, communicates with the apparent and final supplier, and schedules deliveries for the project.
• Obtains certifications of delivery and conducts check against orders. Checks and approves invoices for orders placed.
• Provide capacity building to staff on policies and procedures of procurement related topics and functional areas .
• Inventories equipment, assist with filtering equipment throughout the asset management life cycle and prepares equipment for end-of-life disposition.
• Comply with and maintain knowledge of applicable rules, legislations, regulations and standards and best practices related to procurement actions to ensure they meet FHI 360 and USAID standards.
• Develops and maintains necessary records and files for efficient operation.
• Perform any other related duties as assigned by the Chief of Party.

Qualifications

KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY

• Strong knowledge of procurement methods and procedures
• Knowledge of USAID purchasing policy and procedure
• Demonstrated analytical and problem solving skills
• Ability to analyze and interpret data, identify errors and prepare reports
• Ability to work well with others and independently
• Achieves quality and timeliness goals for projects
• Understanding of basic finance management with regards to book-keeping principles
• Excellent oral and written communication skills
• Proficient use of Microsoft Office and computer software skills.

MINIMUM REQUIREMENTS STANDARDS

• BS/BA/BCom with minimum 7 years’ experience or MS/MA/MBA with 5 years’ relevant experience
• Certification in purchasing/procurement is preferred with a minimum of 5 years’ working in a procurement environment would be an added advantage
• Prior experience in a non-governmental organization (NGO) preferred.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and an outstanding benefit package.

Please click here to visit FHI 360’s Career Center for a list of all open positions.

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.