Procurement/Supply Chain Specialist -

Consultancy announcement

Procurement/Supply Chain Specialist

Short Term Technical Assignment
Democratic Republic of Congo

Company Profile:

SoCha (meaning “Social Change”) is an independent Monitoring, Evaluation and Learning (MEL) firm that provides bespoke solutions to social challenges. We are a US-registered, veteran-owned small business and staff support offices in Nairobi, Bangkok and Mauritius. SoCha currently supports assistance interventions across Asia and Africa.

Background:

SoCha, LLC is contracted to provide technical and advisory services to the United States Agency for International Development in the Democratic Republic of Congo (USAID/DRC) on the 5-year Mission Strategic Support Program (MSSP). The purpose of MSSP is to provide services assisting the mission with strategy and activity-level performance monitoring, evaluation and learning, including conducting data gathering and verification, data visualization, data quality assessments, impact and performance evaluations, assessments, organizational learning, and MEL capacity building.

Objectives and duties:

The Procurement/Supply Chain Specialist will work closely with the Procurement/Operations Specialist and will be responsible for supporting program procurement needs, under the supervision of the Director of Finance and Administration. S/he will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The position will ensure efficient and accurate administrative operations of the MSSP project by maintaining proper filing and ensuring all transactions follow both SoCha and USAID rules and regulations.

Responsibilities:

Audit

Prepare complete backup documentation for procurement purchases and submit it to the accountant.
Report accurate financial data to the Finance and Administration Director on planned procurement activities.

Support regular reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance prior to payment.
Support spot audits of procurement files; assist and collaborate in external or internal audits as necessary

Policies & Procedures

Maintain integrity of procurement system and files in compliance with SoCha practices and policies and USAID rules and regulations. Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes

Procurement Management Systems

Maintain procurement activity tracker and provide regular updates on status to the Finance and Administration Director and relevant staff.
Review, update and maintain hard copy files and procurement documents in ERP and SharePoint File repository to ensure all back up documents are included in compliance with the project Policies. Revise/correct as required.
Maintain a systematic filing system of electronic copies of all procurements and ensure documents are kept current and complete.

General Acquisition & Procurement Responsibilities

Solicit bids and quotes from vendors in adherence with policies, approved requisitions and procurement plans.
Monitor, track and expedite all project procurement activities and delivery status of goods/services.
Provide support to non-procurement staff on the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications.
Prepare source selection memos, gather pricing information, conduct reasonability analyses, and prepare cost evaluation data.
Assist staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
Ensure procurements are approved by the required MSSP authorities, and/or client approvals are received before awards are made.
Identify and qualify potential supplies and products/services through market research efforts. Ensure beneficial, ethical and open supplier relationships are created and maintained according to procurement policies.
Knowledge and experience of dealing with service providers and contractors’ management

Competence in providing technical guidance and training.
Proven experience in working with local partners, local/government authorities
Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels
Strong analytical and conceptual skills, excellent communication skills, calm and a good sense of humor
Prepare contracts with vendors and maintain contracts after award.
Check procurement and logistics deliverables and support the payment process in collaboration with the procurement and finance team.
Carry out other duties and responsibilities as directed

The tasks outlined above are indicative, but not exhaustive for the roles and other tasks may be assigned by supervisor, the COP or their designee(s).

Qualifications:

Minimum bachelor’s degree in procurement and supply chain, business administration, or equivalent.
At least 5 years of procurement experience, or an equivalent combination of education and experience.
Prior experience managing procurement for USAID-funded projects or other USG funds and understanding of applicable procurement-related U.S. Government regulations, including the Federal Acquisition Regulation.
Excellent computer skills in MS Word & Excel, PowerPoint as well as experience working with an ERP system