1.) Procurement and Subcontract Specialist
Objectives and Duties:
The Procurement and Subcontract Specialist will offer support to the Senior Contracts, Procurement and Grants (CPG) Manager of the Hub Pretoria office including overall procurement and subcontracts. The main responsibility for this position is to conduct procurement of goods and services with the assistance of Procurement & Administration Officer.
The position requires substantial work experience in the field of procurement and subcontracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. He/She will develop and release solicitations and conduct price/cost/reasonability analyses. The position will require close coordination with partners to accomplish program objectives
Specific Responsibilities:
- Prepare Requests for Proposals (RFP) /Request for Quotations (RFQ) and manage the RFP/RFQ process, contract preparation and execution of subcontracts.
- Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
- Confer with vendors and suppliers (local, regional and international sources) to obtain product or service information such as price, availability and delivery schedule. Also, obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers. Conduct price/cost/reasonability analyses.
- Organize procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, quality and speed of delivery as well as economy of operations.
- Draft Source Selection Memos/Consent to Subcontract ensuring integrity, compliance, fairness, accuracy, and openness in procurement processes for review and approval by Senior Contracts, Procurement and Grants Manager
- Submit bids to Senior Contracts, Procurement and Grants Manager to review for completeness, accuracy and responsiveness
- Prepare Purchase Orders/Subcontracts and Modifications and ensure proper documentation is collected throughout the procurement process.
- Assist in processing vendor and subcontractor vouchers for payment by assuring necessary documentation is included
- Prepare complete backup documentation for procurement purchases & submit to project’s Finance Team
- Ensure adequate competition is achieved, as per DAI policies and procedures.
- Ensure DAI/USAID and FAR/AIDAR/CFR/OMB policies, and procedures are followed and enforced
- Enforce use of DAI’s operations & procurement system
- Maintain electronic procurement records & files in various DAI’s system platforms
- Monitor, track and expedite project procurement activities and delivery status of goods/services
- Provide support to the Senior Contracts, Procurement and Grants Manager with regards to regular monitoring and tracking of subcontract budgets, and compiling financial reports
- Support the tasks of the Senior Events and Travel Protocol Specialist
Qualifications:
- Bachelor’s degree in Business Administration or related field.
- 6+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization.
- Experience in managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations.
- Demonstrated experience in vendor/subcontractor negotiations.
- Detail-oriented.
- Customer-service oriented
- Proficiency in Microsoft excel, including the use of formulas
- Proficiency using Microsoft office suite, and other relevant software.
- Ability to manage and prioritize multiple concurrent bids.
- Fluency in English is required.
Supervisory Responsibilities:
Reporting:
- The Procurement and Subcontract Specialist will report to the Senior Contracts, Procurement, and Grants Manager.
2.) Program Assistant
Objectives and Duties:
The Program Assistant will work with the technical teams on the management and implementation of work plan activities to achieve key results. S/he will be responsible for providing administrative, communications, event, requisition, writing, and budgeting support to the Hub’s four technical components: Agribusiness Trade; Finance and Investment; Export Competitiveness; and Trade Facilitation. S/he will also support the technical teams by supporting activity data collection, analysis, and entry using the Technical and Administrative Management Information System (TAMIS) platform.
S/he will support information management and reporting as well as perform administrative tasks assigned by the technical leads. S/he will:
- Support data entry of programmatic activities and reporting in TAMIS
- Draft reports or other communication products for review by technical staff
- Draft scopes of work, field activity requests, and/or travel requests for review by technical/programmatic staff
- Provide coordination support between the technical staff and the communications and monitoring and evaluation teams
- Compile data from field reports for the monitoring and evaluation reports
- Undertake technical literature reviews, compilation of country profiles, and sector summaries
- Attend technical meetings and take minutes of deliberations, including follow-up communications
- Assist in conducting performance reflection, learning, and review meetings with technical leads
- Maintain records of program and project data, lessons learned, and best practices and share with all concerned
- Other duties as assigned
Qualifications & Skills:
- Bachelor’s degree in development, economics, business administration, or similar field
- Two or more years of experience in development work
- Experience with USAID- or other donor-funded programs preferred
- Sound analytical skills
- Good organizational and multi-tasking skills
- Strong writing abilities
- Familiarity with Microsoft Word, Excel, and PowerPoint required
- Fluent English required
Supervisory Responsibilities:
Closing Date: May 3, 2019, Send CVs, cover letter, and two writing samples to [email protected]. Only short-listed candidates will be contacted.