AECOM Procurement Specialist in Nairobi, Kenya

Requisition/Vacancy No. 151468BR

Position Title Procurement Specialist

Job Category Procurement

Business Line Government

Country Kenya

State/Province/Region KE - Nairobi Area

City Nairobi

Why Choose AECOM? AECOM is a premier, fully integrated professional and technical services firm positioned to design, build, finance and operate infrastructure assets around the world for public- and private-sector clients. With nearly 100,000 employees — including architects, engineers, designers, planners, scientists and management and construction services professionals — serving clients in over 150 countries around the world, AECOM is ranked as the #1 engineering design firm by revenue in Engineering News-Record magazine’s annual industry rankings, and has been recognized by Fortune magazine as a World’s Most Admired Company. The firm is a leader in all of the key markets that it serves, including transportation, facilities, environmental, energy, oil and gas, water, high-rise buildings and government. AECOM provides a blend of global reach, local knowledge, innovation and technical excellence in delivering customized and creative solutions that meet the needs of clients’ projects. A Fortune 500 firm, AECOM companies, including URS Corporation and Hunt Construction Group, have annual revenue of approximately $19 billion. More information on AECOM and its services can be found at www.aecom.com.

About the Business Line

Government

AECOM works with national and local governments around the world to manage and support critical programs in the areas of defense, security and intelligence; energy and climate change; environmental cleanup and waste management; infrastructure development, protection and resilience; and international development. Our global operations and connected expertise enable us to provide cutting-edge, relevant and cost-effective solutions that help our clients safeguard and enrich society and the world we live in.

Job Summary

AECOM International Development (AISS) implements the Transition Initiatives for Stabilization Plus (TIS+) Program for the United States Agency for International Development (USAID), promoting good governance and community cohesion. The objectives of this contract are to: 1) Increase confidence in governance based on equitable participation in decision making and management of community assets. 2) Empower community and government representatives to engage with private sector and development actors in a collaborative process for community growth. 3) Increase Somali engagement in creating a more stable future. 4) Support inclusive, sustainable development by reducing gender gaps in stabilization and development.

Role:

The Procurement Specialist is responsible for managing fast-paced procurement processes, supporting international development activities in some of the most remote areas of Somalia. S/he must have extensive knowledge of USG (United States Government) – notably USAID - funded projects. Specifically s/he will supervise and/or implement the necessary procurement processes to ensure the timely and compliant purchase and delivery of supplies and equipment and subcontracts called for under hundreds of individual program activities to be implemented under TIS+. Activities include a mix of national and international short term technical consultancies; direct delivery of goods and services to local recipient organizations and institutions; and in-Kind activities (grants)/grants-under-contract (GUC). Many activities also involve small-scale infrastructure rehabilitation and construction in rural areas of Somalia. The Procurement Specialist will manage the Request for Proposal or Quote (RFP/RFQ) process, contract preparation and execution of contracts. Other duties include the continual improvement of existing procurement and supplies management information systems for monitoring and tracking costs of materials, goods and services in order to control expenditure; and ensuring efficient use of organizational resources. Job responsibilities may extend to the set up and maintenance of program operations with guidance from/close partnership with the Operations Manager. The position will require close coordination with partners, recipients and/or beneficiaries to accomplish program objectives.

Responsibilities

Procurement and Compliance:

  • Remain up-to-date on all USAID and US federal regulations and policies relevant to TIS+ procurement and logistics.

  • Ensure USAID compliance of TIS+ program procurement and logistics.

  • Ensure all approved purchase requisitions are processed in timely manner and recommend the most appropriate method of procurement

  • 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.

  • Verify detailed tender specifications and performance standards with the program and the operations teams to facilitate procurement of equipment, goods and services in strict compliance with the approved policy as well as the relevant donor requirements.

  • Organize procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.

  • Prepare purchase orders, obtaining authorized signatures and forward procurement documents to the Finance Department for payment processing.

  • Follow up with suppliers and vendors and evaluate the delivery of approved supplies.

  • Ensure that the program is requesting and receiving customs exemptions for international procurements, where appropriate and applicable.

  • Explore, and implement innovative ways to streamline TIS+ response to grantee procurement needs for in-kind grants (e.g., blanket purchase orders, use of local markets, decentralized procurement staff, and project procurement packages),

  • Ensure that all steps of AECOM’s procurement procedures are followed consistently—and that those procedures are kept up to date with relevant regulations of AECOM and of USAID.

  • Ensure that appropriate measures are in place to prevent and/or detect incidence of fraud, collusion, or corruption in procurement practices.

Management and Implementation:

  • Maintain asset registry for all non-expendable goods procured under in-kind activities and ensure USAID compliance in asset management.

  • Identify requirements and establish and maintain procurement infrastructure (with guidance from Operations Manager) for administration, operations and programming (in kind activity implementation).

  • Identify and analyze procurement requirements, including customs clearance, importation and delivery to Somalia/Kenya as well as to final destination.

  • Develop and implement flexible and responsive supply chain management system for monitoring and tracking costs as well as maintaining up-to-date inventory of goods purchased.

Budget development:

  • Provide reliable pricing information (local, regional and international sources) and establish funding requirements for goods and services to be procured and delivered.

Co-ordination:

  • Ensure efficient coordination with grantees, partners, local authorities, UN/INGOs as relevant.

Human Resources and Administration:

  • Provide training to other TIS+ procurement staff, on an as-needed basis.

Infrastructure:

  • Oversee the Request for proposal (RFP) development and implementation process,

  • Oversee construction contract preparation and provide quality assurance and quality control over contract implementation.

Minimum Requirements

  • A minimum of five (5) years’ experience in project procurement execution.

  • Prior experience on USAID-funded programs and demonstrated knowledge of relevant USG policies and procedures including ADS, FAR, and AIDAR.

  • General finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills.

  • Ability to develop and draft work plans, budgets, contracts, approval requests.

  • Willingness to travel up to 25% in Somalia.

  • Experience negotiating contracts and timely decision making.

  • Knowledge of market and purchasing options and challenges in East Africa, as well as local supply chain management experience ideal.

  • Prior work experience in conflict-affected areas with limited infrastructure.

  • Ability to work on a team as well as independently: demonstrated skills in staff leadership, training, and problem-solving.

  • Strong cross cultural skills—ability to work constructively with national and international staff.

  • Innovative problem solving skills.

  • Professional fluency in written and spoken English.

Preferred Qualifications

  • Previous USAID experience

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

NOTICE TO THIRD PARTY AGENCIES:

Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.