Procurement Specialist

Scope of Work

USAID Southern Africa Mobilizing Investment

Procurement Specialist

The purpose of USAID Southern Africa Mobilizing Investment project is to catalyze and mobilize greater volumes of private capital into sectors that can increase employment, decrease poverty, and reduce inequality within the South African Region. USAID Southern Africa Mobilizing Investment project will use a market systems approach to accelerate investment and inclusive economic growth in Southern Africa. As a market facilitator, DAI will work with and through the private sector to identify investment opportunities and use de-risking (Component 1) to align incentives and mobilize capital while strengthening the skills, relationships, an information sources and flows necessary to change market behavior and dynamics across the investment ecosystems (Components 2, 3, and 4). 

Objectives of the assignment 

The Procurement Specialist will perform d the procurement function under the leadership of the Finance and Administration Manager. 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 issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Specialist 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.

Tasks & 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.
• 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. 

3. Qualifications 

• University degree in relevant field required.
• Procurement and logistics experience, preferably with international donor-funded organization .  For a candidate with a master’s 6 years of professional work experience is required, for a candidate with a bachelor’s 8 years of relevant technical experience is required. 
• Computer literate with e-mail, word processing, and spreadsheet experience
• Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work as part of a team.
• Fluency in English is required.
• Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded activities strongly preferred. 

Base of Operations and Reporting:

The Procurement Specialist will be based in Johannesburg, South Africa and will report to the Finance and Administration Manager, USAID Southern Africa Mobilizing Investment project. The indicative start date is June 2024. The ideal candidate is an individual who is flexible, and able to work under pressure and longer hours when required. 

Applications

To apply, email your CV and supporting documents no later than Friday May 03, 2024, to mi-recruitment@mobilizing-investment.com with the position name as a subject line.