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Procurement Assistant Job in Nairobi Kenya

Job Vacancy: Procurement Assistant

Location: Kenya

Company Profile: Futures Group develops and delivers innovative, locally relevant, evidence-based solutions to improve the health and well-being of people around the world.

Since 1971, we have assisted governmental and non-governmental agencies, foundations, and the private sector by designing, implementing and evaluating programs in HIV, sexual and reproductive health, population and family planning, maternal and child health, infectious diseases, and gender.

Futures Group has deep expertise in policy and advocacy, research and strategic information, health markets and private sector engagement, modeling and economic analysis, patient monitoring and management / HMIS, strategic consulting, and program management.

Position Summary: The Health Policy Project (HPP) aims to strengthen developing country national and subnational policy, advocacy, and governance for strategic, equitable, and sustainable health programming.

The project, funded by the U.S. Agency for International Development (USAID), addresses key health issues—family planning/reproductive health (FP/RH), HIV, and maternal health—and promotes health systems strengthening and program integration.

HPP seeks to capacity of governments, civil society, and other in-country partners to advocate for, manage, and finance their health programs. HPP is active in over 30 countries worldwide.

Futures Group is seeking a Procurement Assistant to support the administration of partner agreements in compliance with company and government regulations.

This position will report to the Procurement Manager and coordinates closely with F&A Manager and the Operations team in Washington, DC.

This position will be based in Nairobi, Kenya and Futures Group is seeking candidates that are currently residing in Kenya and eligible to work.

Key Responsibilities
  • Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Grants, Cooperative Agreements, and Task Orders. Support generally covers the full agreement life-cycle, from program award through close-out
  • Maintain productive relationships with client/partner contracting officers, agreement officers, and contract administrators
  • Ensure that the USG procurement procedures are adhered to and colleagues are familiar with the process
  • Conduct due diligence review of grant recipient invoices and provide training to grant recipients in financial accounting and reporting in accordance with USAID and collaborate with the technical staff to monitor grantee technical and financial performance
  • Ensure that before any purchase takes place relevant authorization has been obtained
  • Develop, negotiate, and administer partner agreements to include but not limited to: subcontracts, subgrants, letter agreements, consulting agreements
  • Maintain systems for tracking contractual documents, correspondence and reporting; applying records management policy
  • Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
  • Coordinate and consolidate responses to contractual requests from clients
  • Monitor and ensure compliance with Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations; update/train project team with changes or modifications accordingly
  • Initiate monthly meetings with Program Director and/or Chief of Party for each support contract; addressing outstanding contractual matters, status of compliance and reporting, and partner agreements
  • Provide supervision for the Grant Officer and report to the Procurement Manager

Other Potential Responsibilities:
  • Contract budget modification development including the application of appropriate cost structures
  • Development and delivery of training materials to build broader capacity in partner agreement development and administration
  • Training in contract terms and related compliance areas
  • Support to proposal development including business/pricing volume support such as representation and certifications, small business plans, past performance documentation and cost sharing plans
  • Support to business development such as preparation and review of teaming agreements and memorandums of understanding as well as small business partner coordination
  • Refinement of policy and business process related to contracts and agreements, as well as the administration of contractual document templates
  • Executing audits of internal contract operations and of partner operations

  • Bachelor’s Degree required
  • 3 or more years procurement experience
  • Knowledge of the Federal Acquisition Regulations (FAR) preferred
  • Experience with an organization receiving US Government funding is preferred
  • Proficient oral and written English
  • Swahili desired
  • Microsoft office proficiency
  • Attention to detail and ability to effectively and efficiently perform multiple tasks and balance competing priorities often within a required timeframe
  • Ability to communicate effectively with managers, colleagues, and clients
  • Ability to respond and adapt quickly to changing requirements and competing demands
  • Professional and mature demeanor and conduct, especially during interactions with the client and its constituents
  • Confidentiality and team spirit

All applications for this position should be submitted online at via the Careers page by 11 July 2014.

Futures Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

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