Advert View :: Procurement Agent | Nairobi | Procurement And Logistics

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Job Title

Procurement Agent

Reference

VA-05-18


 

Advert Details

Recruiter: U.S. Embassy Updated on: 2018-01-12 06:30:39
Contract Permanent
Location: Nairobi Available: Immediately
Category: Procurement and Logistics Offer: FP-5;FSN-9

 

Introduction

NOTE: ALL ORDINARILY RESIDENT APPLICANTS WHO ARE NOT KENYAN CITIZENS MUST HAVE THE REQUIRED WORK AND/OR PERMANENT RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION





The General Services Office (GSO) has an opening for the position of Procurement Agent. This position will be available immedialtely.



 The position will close on January 26, 2018.


 

Minimum Requirements

Qualifications Required: 

NOTE:  All applicants are instructed to address each selection criterion detailed below with specific and
comprehensive information:

à       Bachelor’s degree in Business Administration, International Procurement, Supply Chain Management or related studies such as Logistics, Warehousing or Accounting is required. 
à       At least five (5) years in procurement field with specialized experience in purchasing a variety of materials and services is required. 
à       Level IV English ability and Level III Kiswahili ability is required. 

Other Criteria 

à       Must have knowledge of sourcing process from procurement planning to execution of contract  management and administration, including procurement methods and tools of good
        procurement practices.
à       Must have mastery of technical knowledge (product knowledge, market research/analysis) required for Supply Management/Purchasing/Contracting (e.g. equipment, medical supplies, contracts,

        customs function, taxation, insurance, etc.).
à       Must have knowledge of public procurement principles and processes.
à       Must have knowledge of general principles and processes involved in risk management in procurement, including risk analysis and evaluation techniques.
à       Must have thorough knowledge of the commercial business market, both local and international.  


 

Job Specification

 
BASIC FUNCTION OF POSITION 

The incumbent serves as Locally Employed (LE) Staff Sourcing Consultant/Procurement Agent for the U.S. Mission to Kenya, which includes a chancery New Office Building (NOB) and New Office Annex (NOX), large warehouse complex, 298 owned or leased residences, Medical Research Unit (MRU), International School of Kenya (ISK), Peace Corps and Maintenance Shop (R04). Provides a variety of supplies and services in support of 58 agencies utilizing contracts, purchase orders, purchase card, blanket purchase agreement, delivery orders, and against existing General Services Administration (GSA), Department of State or other U.S. Government (USG) contracts. This includes chartering of planes, booking hotels, gathering market research and providing Integrated Logistics Management Systems training to clients (ILMS). 

MAJOR DUTIES AND RESPONSIBILITIES                                                                                                  

Incumbent will be responsible for the following duties:

Provide technical advice on procurement activities to officials of substantive units during all phases of Sourcing cycle. Primary purchasing agent for offshore residential furniture, furnishings and appliances; office supplies and equipment, motor vehicles, computer equipment; items under GSA contract; specialized equipment, supplies, tools and electronics.  Prepares contracts and performs contract administration for local contracts for supplies and services.  Manages unit data collection and reference. 

Oversee adherence to contractual agreements, recommend amendments and advise vendors and requisitioners on contractual rights and obligation; Conduct or coordinate all phases of negotiation of disputes arising from contacts. May visit bidder’s establishments in connection with this review to determine capabilities, and to negotiate prices and other procurement factors.  May arrange, and participate in, other negotiates between bidder and Contracting Officer.  Prepares purchase orders and obtains necessary signatures.

Issue Requests for Quotations; Develop and prepare contracts for the procurement of goods and services; Evaluate responses and make recommendations for the finalization of purchase and award of contracts. Approve procurement orders to up to the authorized limits and prepare draft submissions for the Contracting Officer before presentation to the local committees on contracts for review and subsequent approval by the authorized official.


Develops and maintains market data relative to supplier and prices. Maintains or directs the maintenance of procurement reference material, including State and other agency regulations and instructions, GSO catalogues, U.S Federal Specifications and Standards, examples of contracts, real estate leases, and purchase orders which constitute precedents or may be used as conference in future procurements.


Key embassy contact for Correspondence with vendors on enquiries and issues relating to procurement, sorts out vendors queries related to purchases and late payments amongst others.

Review procurement request packages for supplies and services from any of the 58 supported ICASS customer agencies for completeness of the procurement request packages (technical information and specification, recommended vendor, and other details such required date of delivery and availability of funds is provided, and confers with requesting officer as required to ensure request information is complete).  Determines charging information, dependent upon agency or state sub-organization.

Determines type of contracting action required (purchase order, delivery order, purchase card, standard commercial or non-commercial item contract); recommends vendor and if local vendor is determined to be the best source involving a purchase order action, refers request to another purchasing agent as appropriate. 

Develop training plans with employees to ensure they have the necessary expertise to carry out their jobs, in particular, proper use of procurement process and procedures and the provision of high quality customer service quarterly and on need by need basis.

Coordinate with the other agencies such as Financial Management Center, Warehouse, Motor pool and other requesting agencies on supply planning, providing technical advice on procurement specifications and terms of reference as well as manage the supply and service administration aspect especially in the End of Year Procurement.

Coordinate and undertake with other section agencies such as Financial Management Center, GSO Travel, Leasing, Shipping and Customs, USDA and Warehouse to monitor services and supply chain activities such as receipt at USDA, transportation of the supplies and equipment, stock management and distribution to the end user.

Coordinates the Integrated Management Logistics Services (ILMS) training and facilities and make prior arrangements for the provision of the required books and sites for information access to Ariba users in the mission.

Tracks procurements through the entire sourcing chain – PR, FMC, Vendors, CRP, USDA, Shipper, Customs clearing, Warehousing receiving, Delivery to Customers, FMC Vendor payments.

Provides regular status updates to customers and Closes out files when procurements are complete. Participate in regular training events for customers and vendors.

In the absence of the Contract Specialist and team leaders, acts as the primary interface between Procurement, the COR and the contractor in terms of contract administration.

Upon determination that a procurement request is best met via a commercial item or noncommercial item contract,  works with the team leaders and the LES procurement supervisor  to prepare and distribute solicitations for bids for supplies and services.  Such solicitation includes statement of work, pricing matrix, contract clauses as required by FAR and DOSAR, representations and certifications (e.g. certification of incorporation, licensing or that a company is not participating in the Arab League boycott), instructions to offerors, conditions, site visits and pre-proposal conferences, and evaluation factors for the award of the contract. 

Works with the Team Leaders to distribute solicitation to potential bidders, to place advertisements, and to list on FedBizOps as appropriate.  Jointly with the Specialist, receives and reviews bids to determine which bidders are qualified and prepares documents and instructions for the Technical Evaluation Panel (TEP).  May determine independent government estimates and provide other factual information for use by the TEP members. 

Upon identification of those bidders considered to be technically qualified, works with the LES Supervisor, the Team Leaders, Contracting Specialist and the Contracting Officer in negotiating prices for the contract with the successful bidder(s) utilizing such techniques as requests for “best and final” offer, telephone or face negotiation, etc.

Upon final selection of contract for the requested service of supply, support the Contract Specialist to prepare contract and to administer such contracts according to established regulations and procedures and based on OPE guidance and model contracts.   

Upon direction from the Contracting Officer, the LES Supervisor and the team leader, assists the Contract Specialist to prepare appointment of Contracting Officer’s Representative (COR), and to instruct the COR in his/her duties.   Assists the Contract Specialist to review and report on contract performance and to make recommendations for contractor performance improvement. 

Supervises the Procurement databases for his/her portfolio, including data collection and tracking of Procurements actions.  Ensures requesting offices receives accurate and timely notification of actions, status reports, queries from vendors, receipts of goods etc.   

Maintains and  procurement reference materials that are relevant to his/her portfolio, including GSA catalogues and contracts, vendor catalogues, samples, and sample purchase orders which may be useful as references in future procurements, Maintains and/or supervises the maintenance  of purchase order files related to his/her portfolio. 

With the support of the LES Supervisor and Team Leaders, prepares Blanket Purchase Agreements (BPA) and/or Indefinite Delivery, Indefinite Quantity contracts (IDIQs) for general construction, electrical maintenance, framing services, local stationery and printing, and others as assigned by the Procurement supervisor.   Ensures that BPA Limits are not exceeded.  Guides the BPA ordering officers on FAR regulations pertaining to BPAs. 

Enters data regarding all purchases of US$3000 and above into the Federal Procurement Data System (FPDS-NG) accurately and on time. Reviews and reconciles monthly purchase card statements by no later than the 5th of each month.  

Other procurement duties as assigned.


HIRING PREFERENCE SELECTION PROCESS: 

Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.  

HIRING PREFERENCE ORDER: 
(1)   AEFM / USEFM who is a preference-eligible U.S. Veteran*
(2)   AEFM / USEFM
(3)   FS on LWOP** 

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

* This level of preference applies to all Foreign Service employees on LWOP.    

 Additional Selection Criteria:

To Apply:

1.  Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

2. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
The U.S. Mission in Nairobi provides equal opportunity and fair and equitable treatment in

Employment to all people without regard to race, color, religion, sex, national origin, age, disability,

Political affiliation, marital status, or sexual orientation. The Department of State also strives to

achieve equal employment opportunity in all personnel operations through continuing diversity

enhancement programs.
 

The EEO complaint procedure is not available to individuals who believe they have been denied

Equal opportunity based upon marital status or political affiliation.  Individuals with such

complaints should avail themselves of the appropriate grievance procedures, remedies for

prohibited personnel practices, and/or courts for relief. 
                                                                                                                                                     

                                             DEFINATIONS

1.  Eligible Family Member (EFM): 
    An individual related to a U.S. Government employee in one of the following ways:

The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal    guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;

 2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified
    position, an
EFM who meets the following criteria: 

  1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
  2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
  3. Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for
          purposes of Mission employment: 
    ·         Is a U.S. citizen; and

·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and

·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan.

·         Does not receive a Foreign Service or Civil Service annuity

 4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service
     member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office
     of the American Institute in Taiwan.  An MOH is:
 

   A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls 
  outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S.
  Citizen.
 
5. Not Ordinarily Resident (NOR)An individual who: 

 NOR employees are compensated under a GS or FS salary schedule, not under the LCP. 
6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who: 

  EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are 
  compensated in accordance with the Local Compensation Plan (LCP).


 

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