Procurement Officer / Procurement Agent At DAI Global

SCOPE OF WORK

USAID Madagascar HARENA Activity

Position Title: Procurement Officer

Period of Performance: 2024 – 2029 (End of Project)

Place of Performance: Antananarivo, Madagascar

BACKGROUND

The five-year (2024-2029) USAID Madagascar HARENA Activity will use a multisectoral systems approach to reduce threats to biodiversity and forests, improve conservation, and build resilience to climate change; develop sustainable, economic opportunities for the poor; and improve environmental governance. Working across local economic and social systems, the Activity will address the root causes of poverty and food insecurity that drive communities in Madagascar to rely on areas of high biodiversity for their basic needs. To do so, the Activity will work through three key areas of interventions: 1) natural resource and protected area (PA) management, and biodiversity and forest conservation (nature); 2) improved, climate-resilient livelihoods and private sector engagement for enhanced human wellbeing and socioeconomic outcomes (wealth); and 3) natural resource/PA governance (power). Focused in three geographic zones with high biodiversity value and high land-based climate change mitigation potential, HARENA will implement five strategic approaches to achieve key results:

• Strategic Approach 1: Improve sustainable management of natural resources with a focus on biodiversity, land, forests, and protected areas (PA);
• Strategic Approach 2: Promote sustainable and climate-resilient, market-led diversified agriculture-based livelihoods, including complementary natural resource products (such as tree crops) to improve livelihoods and ecosystems services;
• Strategic Approach 3: Improve national, regional, and local-level governance, advocacy, and anti-corruption efforts around natural resource, land, and water management;
• Strategic Approach 4: Increase local resilience to prepare for and adapt to climate change and other shocks; and
• Strategic Approach 5: Strengthen land use management through spatial planning at the communal level and secure land rights through the effective implementation of the land tenure policy.

POSITION DESCRIPTION

The Procurement Officer is a key member of the Procurement Team. He/She will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The main responsibility for this position is to conduct procurement of goods and services. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Officer will be responsible for gathering complete procurement related backup documentation and auditing prior to submission to Finance Team. He/She will develop and release solicitations, and conduct price/cost/reasonability analyses, as well as perform any other related duties as assigned.

KEY DUTIES AND RESPONSIBILITIES

Audit

• Prepare complete backup documentation for procurement purchases & submit to project’s Finance Team
• Conduct daily reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance
• Perform regular spot audits of procurement files
• Assist and collaborate in external or internal audits as necessary

Policies & Procedures

• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
• Ensure adequate competition is achieved, as per DAI policies and procedures
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
• Help other project staff become more familiar, and understand, the DAI policies and procedures as related to procurement

Procurement Management Systems

• Enforce use of DAI’s operations & procurement system (TAMIS), etc.
• Maintain electronic procurement records & files in various DAI’s system platforms
• Help DAI staff understand the use of procurement systems as necessary

General Acquisition & Procurement Responsibilities

• Solicit bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
• Monitor, track and expedite all project procurement activities and delivery status of goods/services
• Gather current pricing information independently
• Conduct price/cost/reasonability analyzes
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
• Determine source selection methods for complex procurement to ensure compliance
• Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
• Prepare cost evaluation data, and source selection documentation
• Ensure procurements are approved by the required DAI authorities, and/or client approvals are received, before awards are made
• Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
• Maintain procurement file system in DAI’s procurement system (TAMIS)
• Work closely with various home office support staff
• Carry out other duties and responsibilities as directed

REPORTING:

The Procurement Officer will report to the Finance and Operations Director.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration or related field and 6+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization
• Minimum 2 years’ experience working in a procurement role for USAID funded projects
• Experience leading and managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to time sensitive demands & inquiries to manage and prioritize multiple competitor bids
• Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
• Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process
• Professional-level oral and written fluency in English and French; professional-level oral and written fluency in Malagasy also highly preferred.

ABOUT DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

TERMS OF REFERENCE

USAID HARENA

Job Title: Procurement Agent

Execution period: 2024 – 2029 (End of Project)

Place of Performance: Antananarivo, Madagascar

CONTEXT

USAID’s five-year (2024-2029) HARENA Madagascar project will use a systemic, multi-sectoral approach to reduce threats to biodiversity and forests, improve conservation, and build resilience to climate change; develop sustainable economic opportunities for the poor; and improve environmental governance. By working across local economic and social systems, the Activity will address the root causes of poverty and food insecurity that drive communities in Madagascar to rely on areas of high biodiversity for their basic needs. To do this, the Activity will act through three key areas of intervention: 1) management of natural resources and protected areas (PA), conservation of biodiversity and forests (nature); 2) improved, climate-resilient livelihoods and private sector engagement to improve human well-being and socio-economic (wealth) outcomes; and 3) governance of natural resources and protected areas (power). Targeted in three geographic areas with high biodiversity value and high potential for terrestrial climate change mitigation, HARENA will implement five strategic approaches to achieve key results:

• Strategic Approach 1: Improve sustainable management of natural resources with a focus on biodiversity, land, forests and protected areas (PA);
• Strategic Approach 2: Promote sustainable and climate-resilient diversified agriculture-based livelihoods, including complementary natural resource products (such as tree crops) to improve livelihoods and ecosystem services;
• Strategic Approach 3: Improve governance, advocacy and anti-corruption efforts at national, regional and local levels around the management of natural resources, land and water;
• Strategic Approach 4: Increase local resilience to prepare for and adapt to climate change and other shocks; And
• Strategic Approach 5: Strengthen land use management through spatial planning at the communal level and secure land rights through effective implementation of the land tenure policy.

JOB DESCRIPTION

The Procurement Agent is a key member of the procurement team. He/She will play a key role in ensuring the integrity, fairness and transparency of purchasing processes as well as compliance with policies, procedures and controls. The primary responsibility of this position is to complete the purchase of goods and services. The position requires relevant professional experience in the field of procurement and contracts in various industrial sectors, contract management, conflict resolution, management of interpersonal relationships and communication, and investigation/follow-up of issues with suppliers. The position requires knowledge of the United States Federal Acquisition Regulations (FAR). The Procurement Officer will be responsible for collecting all procurement-related supporting documentation and auditing it before submission to the finance team. He/She will develop and publish tenders, and perform price/cost/reasonableness analyses, as well as perform any other related tasks as assigned.

MAIN TASKS AND RESPONSIBILITIES

Audit

• Prepare all complete supporting documentation for supply purchases and submit to the project Finance team
• Perform daily reviews of procurement-related support documentation to ensure completeness, accuracy and compliance
• Carry out regular spot audits of procurement files
• Assist and collaborate in external or internal audits if necessary

Policies & Procedures

• Ensure integrity, compliance, fairness, accuracy and transparency in procurement processes
• Ensure adequate competition, in accordance with DAI policies and procedures
• Ensure that DAI/USAID and FAR policies and procedures are followed and applied
• Help other project staff better know and understand DAI’s procurement policies and procedures.

Supply Management Systems

• Apply the use of the DAI Operations and Supply System (TAMIS), etc.
• Maintain electronic procurement records and files on various DAI system platforms
• Assist DAI staff in understanding the use of procurement systems as necessary

General Acquisition and Supply Responsibilities

• Solicit offers and quotes from suppliers in accordance with approved policies & requisitions and quarterly procurement plans
• Track, trace and expedite all project procurement activities and delivery status of goods/services
• Independently collect current pricing information
• Carry out price/cost/reasonableness analyzes
• Assist non-procurement personnel in understanding requirements for submitting accurate and complete requisitions, cost estimates, statements of work, or determining other technical specifications
• Determine supplier selection methods for complex procurements to ensure compliance
• Assist project staff in coordinating meetings, facilitating discussions and developing briefings in support of the source selection process
• Prepare cost assessment data and source selection documentation
• Ensure that procurements are approved by the required DAI authorities, and/or customer approvals are received, before allocations are made
• Identify and qualify, through market research efforts, potential suppliers (and products/services). Ensure beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
• Maintain procurement file system in DAI Procurement System (TAMIS)
• Work closely with various headquarters staff
• Perform other duties and responsibilities as directed

REPORT

The Procurement Agent will be under the direction of the Director of Finance and Operations.

QUALIFICATIONS

• Bachelor’s degree in Business Administration or similar field and more than 6 years of relevant experience and increasing responsibility in procurement at the middle level of an organization
• At least 2 years of experience in a procurement role for USAID-funded projects
• Experience leading and managing the procurement and acquisition aspects of USAID-funded projects, including a demonstrated understanding of USG procurement-related regulations and the Federal Acquisition Regulation (FAR)
• Accuracy in working with large amounts of data
• Ability to respond effectively to time-sensitive requests and inquiries to manage and prioritize multiple competing offers
• Demonstrated problem-solving ability as well as excellent customer relations (both internal and external); provides sound business judgment and contractual oversight
• Excellent organizational skills with a willingness to take initiative and be proactive in the purchasing process
• Professional command of oral and written English and French; Professional fluency in Malagasy is also strongly preferred.

ABOUT DAI:

DAI is a global development company with corporate offices in the US, UK, EU, Nigeria, Pakistan and Palestine and project operations worldwide. We address fundamental problems of social and economic development caused by inefficient markets, ineffective governance and instability. DAI works on the front lines of global development. Turning ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures and countries in which we live and work. DAI is committed to attracting and retaining the best employees of all races and backgrounds in our continued effort to become a better development partner.

DAI adheres to the highest ethical standards. We are committed to preventing sexual exploitation, abuse and harassment and other ethical violations. All our positions are therefore subject to rigorous checks and references.