Procurement Manager

at DAI Global
Location Kampala, Uganda
Date Posted November 1, 2023
Category Management
Job Type FULL_TIME
Currency UGX

Description

The USAID Uganda Feed the Future Water and Food Systems for Resilient Communities Activity (FTF WFSRCA) is a five year activity (2023-2028) that aims to inclusively and equitably improve food and water security in the Kyoga Basin in northeastern Uganda, specifically three watersheds – Lokok, Awoja, and Lokere, by empowering individuals and communities to mitigate and adapt to shocks and stressors in order to improve livelihoods, maintain nutrition and health wellbeing, address drivers of conflict, and reduce reliance on humanitarian assistance. This area is home to nomadic pastoralists whose livelihoods are at risk due to violent cattle raiding and the effects of climate change (drought and flooding). This part of Uganda also suffers from fragmented markets, chronic underinvestment in public services, and a lack of private sector investment. This Activity is aligned with the Water and Development II (WADI II) scope to access critical technical services in support of the U.S. Government’s Global Water Strategy, Global Food Security and Strategy Refresh, Agency Climate Strategy, and the President’s Emergency Plan for Adaptation and Resilience; and is a cornerstone of the USAID Uganda (2022) Country Development Cooperation Strategy Development Objective (DO) 2, Resilient Growth Enhanced. The activity aims therefore aims to achieve results under the following development objectives:

Improve water supply and integrated water resource management.
Increase equitable access to sanitation and hygiene services for households and schools.
Improved agriculture-based livelihoods.
Increased consumption of nutritious foods among women and children.
Expanded access to financial resources for women, men, youth, indigenous people, and marginalized groups.
Improve local capacity to manage shocks and stressors.
FtF WFSRCA will enhance market systems, strengthen relevant institutions, expand access to climate-resilient services, and—in two of the most vulnerable of the 20 districts covered by the activity—employ “graduation” approaches to assist the ultra-poor. These initiatives will incorporate conflict sensitivity, local leadership, climate change adaptation, and approaches inclusive of women, youth, the elderly, persons with disabilities, and indigenous groups.

Role’s Purpose:

The Procurement Manager will lead the Procurement Team. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor/grantee issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Manager will be responsible for overseeing and ensuring that complete procurement related backup documentation is provided prior to submission to Finance Team. S/he will oversee solicitations, and price/cost/reasonability analyses.

Key duties and Responsibilities:

Reporting
Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required.
Monitor and track procurement activities and delivery status of goods/services.
Audit
Ensure complete backup documentation for procurement purchases is submitted to project’s Finance Team.
Conduct daily reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance
Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
Assist and collaborate in external or internal audits as necessary.
Policies & Procedures
Ensure integrity, fairness, accuracy, and openness in procurement processes.
Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary.
Work with the infrastructure team to ensure infrastructure policies are upheld as outlined in Field Operations Manual.
Procurement Management Systems
Enforce use of DAI’s operations & procurement system (TAMIS), etc.
Maintain electronic procurement records & files in various DAI’s system platforms.
Train other DAI staff in the use of procurement systems, as necessary.
General Acquisition & Procurement Responsibilities
Manages procurement processes for all grant and technical activities, including determining procurement requirements, ensuring the most appropriate procurement methods are used, and ensuring transparent processes are utilized.
Oversee solicitation bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans.
Monitor, track. and expedite all project procurement activities and delivery status of goods/services.
Ensure pricing information is accurate and aligns with acquisition policies.
Conduct price/cost/reasonability analyses.
Review requisition documentation, cost estimates, statements of work, etc.
Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
Determine source selection methods for complex procurement to ensure compliance.
Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds.
Ensure compliance with DAI, USAID and RFAR requirements on sub-contract closure and /termination.
Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
Prepare cost evaluation data, and source selection documentation.
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.
Maintain procurement file system in DAI’s system.
Work closely with various home office support staff.
When applicable assist and provide the grants team with market research and budget expenditure justification. Procurement staff are responsible for any direct purchasing by DAI on behalf of the grantee (in-kind grant).
Carry out other duties and responsibilities as directed.
Supervisory Responsibilities
Train the project staff to become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary.
Directly manage Procurement Assistants
Qualifications:

Bachelor’s degree (or equivalent) in a relevant field, and advanced degree preferred.
Procurement and logistics experience, preferably with international donor-funded organization. For a candidate with a Bachelor’s, 9 years of relevant technical experience is required.
Computer literate with e-mail, word processing, and spreadsheet experience
Professional proficiency in English is required, and proficiency in local languages is preferred.
Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded activities strongly preferred.
Skills:

Attention to detail, able to manage one’s work, take initiative, set schedules, and meet deadline without close supervision.
Demonstrated experience working with diverse teams in a fast-paced environment.