Director, Procurement and Operations

  • Senior-level, Field assignment
  • Posted on 2 July 2020
  • Nairobi, Kenya
  • Closing on 12 July 2020
  • Current

Job Description

DT Global is a fast-growing international development organization that focuses on improving the capability, capacity, and effectiveness of development programming in complex global environments. Working across a variety of sectors – including Economic Growth, Environment & Infrastructure, Governance, Human Development, and Stabilization & Transition - we provide world class program management, design, analysis, and monitoring and evaluation services. Built on the strengths, knowledge, and 50+ years of experience from AECOM International Development, Development Transformations, and the Global Peace and Development Charitable Trust, we have a global ecosystem – including a non-profit partner, the DT Institute – working together to develop cutting edge solutions to the world’s most pressing challenges. With corporate offices in the USA, Spain and Australia, in addition to project field offices in over 90 countries around the world, DT Global implements projects funded from a wide array of clients, including USAID, EU, DFAT, NC, MFAT, DFID and other public and private stakeholders. We value learning, research, and rapid program adaptation in response to changing realities on the ground. Together with our global team of experts, we are building technical capabilities across sectors in order to deliver high-quality interventions and transform lives around the world. For more information please see: www.dt-global.com. Background and Objective: DT Global is seeking a Director of Procurement and Operations to implement a project in Somalia. The position will be based in Nairobi, Kenya with regular travel to Somalia. The Director of Procurement and Operations is responsible for managing fast-paced procurement and operations 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 and applicable regulations governing the procurement and operations processes. Specifically, s/he will supervise and/or implement the necessary processes to ensure the timely and compliant purchase and delivery of supplies, equipment and subcontracts for program activities. Activities include a mix of national and international short term technical consultancies; direct delivery of goods and services (DDGS) 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 Director of Procurement and Operations will manage the Request for Proposal or Quote (RFP/RFQ) process, contract preparation and execution of contracts. Other duties include the supervision/continual improvement of procurement, supply management and information systems to monitor and track costs of materials, goods and services in order to control expenditures; as well as ensuring efficient use of organizational resources. Job responsibilities include the supervision of program operations. The position – reporting to the Chief of Party – will require close coordination with partners, recipients and/or beneficiaries to accomplish program objectives. S/he will work closely with the Finance and Administration Manager and program staff in the Kenya and Somalia offices. Where necessary, s/he will coordinate with USAID/East Africa, Somalia Office and other program partners in Somalia. S/he will oversee the daily administration of the program, including application and renewal of country registrations, office leases and office maintenance. S/he will be responsible for asset management, human resources, information technology, logistics, /transportation and security management. In this capacity, s/he will: maintain project inventory of procured equipment, in accordance with USAID and DT Global rules and policies; oversee grant non­expendable and expendable tracking and reporting (including asset reporting and disposition of assets); supervise national staff recruitment, documentation, orientation and performance appraisals; manage security systems, procedures and staff orientation and training, as needed. Additionally, s/he will oversee security management procedures, staff training and performance of all security service providers for the Nairobi office and Somalia field offices, oversee production and regular updating of security management plans and daily security management of all TIS+ staff. This position may require up to 50% travel to Somalia. Primary Responsibilities: Procurement and Compliance
  • Remain up-to-date on all USAID and US federal regulations and policies relevant to procurement and logistics.
  • Ensure compliance with USAID regulation and procedures, for all 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.
Security
  • Maintain reliable relationship with GRG on expatriate staff travel, incident reporting, and security management, ensuring all appropriate documentation is in place in a timely manner.
  • Oversee security management procedures, staff training and performance of all security service providers for Nairobi office and field offices.
  • Oversee production and regular updating of security management plans.
  • Oversee daily security management of all project staff movements.
  • Oversee security vetting of potential project staff, STTA and subcontractors.
  • Regularly review and as needed, work to improve physical security standards at project offices.
  • Supervise staff and consultants working on security issues.
Logistics
  • Oversee all project vehicle use and maintenance, in accordance with USAID and DT Global rules and policies.
  • Oversee transport of goods to field locations, ensuring reliable tracking and reporting systems.
Finance and Administration
  • Oversee the application and renewal of the country registrations.
  • Oversee all office leases, renewals, relationships with landlords and ensure timely payments.
  • Oversee office maintenance and cleaning service providers for all project offices; Asset Management.
  • Maintain project inventory of procured equipment, in accordance with USAID and DT Global rules and policies, and assist in tracking and updating all non-expendable equipment in OneSource.
  • Oversee grant NXP tracking and reporting.
  • Oversee annual asset reporting and disposition of assets procedures and documentation.
  • Oversee and work with the Finance Manager in preparing the monthly Field Office Expense Reports (FOER) and assist with ensuring proper backup is included for project expenses.
Human Resources
  • Oversee all work permit and visa issues for international staff.
  • Oversee all national staff recruitment, documentation, orientation, performance appraisals, revision of SOW or Job Descriptions, as needed.
  • Ensure all HR documentation is filed in OneSource and complies with documentation audits.
  • Provide training to staff, on an as-needed basis.
Information Technology
  • Oversee IT service providers for all project offices.
  • Oversee security management systems, procedures and staff orientation and training as needed.
  • Explore, and implement innovative ways to streamline project 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 DT Global’s procurement procedures are followed consistently-and that those procedures are kept up to date with relevant regulations of DT Global 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 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.
Grants/Activity Management
  • Oversee all procurement activities, ensuring compliance with USAID rules and regulations as they pertain to grant under contract management.
Coordination
  • Ensure efficient coordination with grantees, partners, local authorities, UN/INGOs as relevant.
Infrastructure
  • Oversee the Request for proposal (RFP) development and implementation process
  • Oversee construction contract preparation and provide QA/QC over contract implementation.
Qualifications:
  • A minimum of eight (8) 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 50% 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.
Core Competencies:
  • Teamwork: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust and commitment.
  • Communication: Effectively conveys information and expresses thoughts professionally. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts.
  • Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to ad-dress multiple demands and competing priorities in a changing environment.
  • Customer/Client Focused: Anticipates, monitors and meets the needs of customers and responds to them in an appropriate and responsive manner.
  • Diversity and Inclusion: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.
  • Professionalism: Displays appropriate and ethical behavior, integrity and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal.
Working Arrangements: The Director of Procurement and Operations reports to the Chief of Party. This position will be based in Nairobi, Kenya, with approximately 50% of the time spent in Somalia. We thank all applicants for their interest. Only short-listed candidates will be contacted. DT Global is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.

About the Organization

DT Global, built on more than 50 years of experience from AECOM International Development, Development Transformations, and the Global Peace and Development (GPD) Charitable Trust, applies ingenuity, evidence, and passion to everything we do. Grounded in decades of technical expertise and leadership around the world, we incorporate rigorous learning and assessment in our program design process to ensure that we stay on the cutting edge of thought leadership. Our technical experts work in partnership with communities and institutions to deliver innovative, data-driven solutions that create sustainable change and improve people's lives. For more information please see www.dt-global.com.

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