Procurement and Logistics Coordinator

ACTIVITY OVERVIEW

The five-year (2020-2025) USAID Local Impact Governance Activity (Local Impact) will help Zambia build up a sub-national system of governance for devolved service delivery more responsive to citizen needs. The program will engage national and sub-national authorities to expand the capabilities of district-level governance bodies to deliver sustainable development outcomes, increase effective citizen and private-sector involvement in development planning and monitoring, and improve public financial management and domestic revenue generation.

The activity will work toward three objectives:

• Objective 1: Citizens improve their collective skills to effectively assess service-delivery needs and performance and constructively engage with government.
• Objective 2: The sub-national governance system becomes more responsive to citizen needs, generates, and accountably expends revenue, and improves service-delivery outcomes.
• Objective 3: The program generates learning and facilitates problem solving that supports the development of an effective, financially viable sub-national governance system for devolved services, capable of being scaled up throughout Zambia.

PURPOSE
The Procurement and Logistics Coordinator is responsible for ensuring integrity, fairness, and openness in all project procurement processes as well as adherence to policies, procedures, and controls. The responsibility for this position is to conduct procurement of goods and services, oversee the management of sub-awards, including purchase orders and subcontracts, oversee solicitations and price/cost/reasonability analyses, and ensure complete backup documentation filed accordingly. This position also requires logistics support for all activities and operations.

RESPONSIBILITIES

• Manages the Grants and Procurement Officer
• Enforces use of DAI’s operations & procurement system (TAMIS)
• Maintains electronic procurement records and files of all required backup documentation in the relevant DAI’s system platforms, including any required hard copy files.
• Trains other project staff in the use of DAI procurement systems, as necessary
• Manages solicitation bids and quotes from vendors in adherence with DAI policies & approved requisitions and quarterly procurement plans
• Collects and review requisition documentation, cost estimates, statements of work and other required information from bidders
• Assists staff in the preparation of clear SOWs/procurement specifications
• Determines source selection methods for procurements and seek guidance from home office when needed
• Serves as a non-voting chairperson on procurement evaluation committees in accordance with DAI policies/procedures and thresholds
• Assists project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
• Ensures pricing information is accurate and aligns with acquisition policies, conduct price/cost/reasonability analyses and prepare cost evaluation data, and source selection documentation
• Ensures integrity, fairness, and openness in the procurement process as well as adherence to policies, procedures, and controls
• Ensures DAI, USAID, and FAR policies and procedures are followed and enforced
• Identifies and qualifies potential suppliers (and products/services) through market research efforts
• Ensures that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
• Monitors, tracks and expedites all project procurement activities and delivery status of goods/services, and communicates with vendors as needed
• Evaluates vendor performance
• Provides accurate information for inventory management
• Provides support for day-to-day program office operations and logistics needs
• Oversees logistical arrangements for project travel and operations

Other duties

• Provides leave of absence cover for staff as required
• Escalates any issues to his/her supervisor immediately
• Prepared to travel to project provincial offices as required
• Performs any other duties as assigned

PLACE OF PERFORMANCE AND REPORTING

• The position will be based in the Local Impact Activity’s main office in Lusaka, Zambia and will report to the Finance and Operations Director.
• There may be some travel to provincial offices
• The position will directly manage the Grants and Procurement Officer

QUALIFICATIONS

• University degree in relevant field required.
• 6+ years of relevant experience
• Experience in procurement management on USAID-funded projects, preferred.
• Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded projects, preferred.
• Ability to respond effectively to time sensitive demands & inquiries
• Demonstrated exceptional customer relations (both internally & externally)
• Excellent organizational skills with a willingness to take initiative and be proactive
• Ability to work on multiple concurrent procurements
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• Fluency in English is required

APPLICATION

• Use the URL provided in the advertisement to apply
• Applications must be received before the closing date.
• Only short-listed candidates will be notified.
• No phone inquiries, please.