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Job Title

PROCUREMENT AGENT

Reference

19-122


 

Advert Details

Recruiter: USAID Kenya Updated on: 2019-08-14 02:10:02
Contract Permanent
Location: Nairobi Available: IMMEDIATELY
Category: Procurement Offer: FSN-PSC 9 (Step1: 2,426,261.00 Kshs and Step 13: 4,124,645.00 Kshs per Annum)

 

Introduction

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.
 

Minimum Requirements

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

b)  Prior Work Experience:  Three years of experience in procurement, business administration, economics or a related field.     

c)  Post Entry Training: Participation in various training courses related to management and US Government procurement courses such as Federal Acquisition Regulations (FAR), Global Acquisition and Assistance System (GLAAS), USAID Worldwide Purchase Card Program, and Agency Acquisition Regulations (AIDAR).   

d)  Language Proficiency:  Level IV (Fluent) English and Swahili.

e)  Job Knowledge: Detailed knowledge or the ability to learn 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 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.

f)  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.

EVALUATION AND SELECTION FACTORS

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

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.

 

 

 


 

Job Specification

GENERAL INFORMATION

     1.   SOLICITATION NO.: 19-122

     2.   ISSUANCE DATE:  July 31,  2019

     3.   CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 13,  2019 (4:30 PM East Africa Time)

     4.    POSITION TITLE: Procurement Agent

     5.    MARKET VALUE:  Equivalent to FSN-PSC 9 (Step 1: 2,426,261.00 KSH to Step 13: 4,124,645.00 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 4 additional option years 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:

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, religion, sex, national origin, age, disability, political                          affiliation, marital status or sexual orientation.

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

  BACKGROUND

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]; 4) maintains appropriate documentation records in each file for smooth follow up of orders, delivery, payment, close-out and audit purposes; and 5) assists with the duties of other Procurement staff during their annual leave, sick leave or training periods.  Typical procurements are for: computer equipment and software, air charters, advertisements in local and international newspapers, conference facilities, copiers (including maintenance services and consumables), motor vehicles, fuel, telecommunications equipment, printing of certificates and lamination, courier services, hardware supplies, locksmith, glassware, satellite dish installation, imprest/petty cash fund procurement of local office and household supplies as well as rush/last minute local purchases.  Total of procured goods and services exceeds US$4.5M annually for Mission operations.

MAJOR DUTIES AND RESPONSIBILITIES:-                                                                                       

Planning 20%

Sourcing 20%

  Negotiation and Analysis 20%

Contract Management 20%

VAT and Close-outs 20%

   POSITION ELEMENTS:

a)  Supervision Received:  Supervised by the Executive Officer.        

b)  Supervision Exercised:  None.       

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

d)  Exercise of Judgment:  Purchase order price negotiations.       

e)   Authority to Make Commitments: The Agent has no independent authority to commit the USG to the expenditure of            funds. However, the Agent is relied upon to advise the supervisor and peers on the implications of their actions; and,              may make such arrangements as are necessary within the parameters of the FAR, USAID’s ADS and AIDAR guidance,          as well as Mission policy.  The Agent takes actions and establishes priorities based on available guidelines and                      professional judgment, guidance is be sought when needed, and the supervisor is always informed of the incumbent’s            activities.

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

g)  Time Expected to Reach Full Performance Level: One year.

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv 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. 

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 MyJobsInKenya at www.myjobsinkenya.com  (Please use Internet Explorer to access this site)

Step 2:  Complete the job application questionnaire at www.myjobsinkenya.com/usaid. (Please use Internet Explorer to access this site).  The applicant must answer all the questions in the Questionnaire.

Step 3:   Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), 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 MyJobsInKenya.  (Please use Internet Explorer to access this site.)

OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsInKenya. (Please use Internet Explorer to access this site)

Note to Applicants:

1.  Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2.  Submissions will only be accepted through www.myjobsinkenya.com/usaid. (Please use Internet Explorer to access this site) Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3.    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.

 

Please note this advert has expired and you can not apply for it any longer.

 

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