Job Title: Procurement Contracting Specialist
Reference: VA-24-13A - RE-ISSUE
Advert Details
Recruiter: U.S. Embassy
Contract Permanent
Location: Nairobi
Available: Immediately
Category: Administrative / Clerical
Offer: FP-5; FSN-10
Introduction
The General Services Office has openings for the positions of Procurement Contracting Specialist.
The closing date of this position is June 14, 2013.
Note: You will be notified when the decision is made.
Minimum Requirements
◊ Degree in law or bachelors degree in public administration or business administration is required.
◊ At least six years (6) in the field of formal contracting or acquisition management and construction contracting is required.
◊ Level IV (fluent) English ability is required. Kiswahili Level III ability is also required.
Other Criteria:
à Must have extensive commercial contacts and in-depth knowledge of local market.
à Must be able to review lengthy and complex contract materials and assess their strengths and shortcomings, both in terms of technical requirements and in practicality.
à Must have strong computer skills in MS Word, Excel and Outlook.
Job Specification
BASIC FUNCTION OF POSITION
Serves as a Procurement Contract Specialist. Prepares formal complex contracts (some valued as high as $10M USD) and construction contracts with written scopes of work using A/OPE models in accordance with complex regulations contained in the Federal Acquisition Regulations (FAR) and Department of State Acquisition Regulations (DOSAR). Utilizes the ILMS ARIBA Contracting Module to prepare, execute and monitor contracts. Liaise with Contracting Officer’s Representatives (COR) on issues pertaining to contracts and contracts maintenance. The incumbent shall serve as Contracting Agent responsible for providing a full service range of contracting & procurement services, which will be the Mission's de facto expert and primarily focus on construction contracts, commercial item contracts, Indefinite Delivery/Indefinite Quantity (IDIQ) and Information Technology (IT) contracts.
MAJOR DUTIES AND RESPONSIBILITIES
Solicitation and Contracting………………….…………………..……………….. 70%
Serve as Embassy resource/expert on matters of contracting and procurement Working under the technical oversight of the Contracting Officer, the incumbent will manage all facets of Contracting including the pre-solicitation (writing complex scopes of work and formal contracts, issuing and managing RFQ's, RFP's and manage Pre-award conference), award, management, performance evaluation and closer phases. The position shall also be responsible for some of the more complex regular procurements based on their requirements for detailed attention as determined by the Contracting Officer. The incumbent shall as Contracting Agent provide a wide range of contradicting and procurement services to ICASS clients, including other supported and consulates. The incumbent will have multiple assignments and is expected to either posses or acquire the ability to manage the broadest array of contracting and acquisitions.
· Obtain a description of the supplies, services, or construction.
· Review Procurement Request Package and recommend any necessary changes and begin setting up official contract files
(DS-1929 Forms and ILMA ARIBA automated systems). Determine the method of acquisition and the type of contract
to be used (such as simplified acquisition, commercial item, contract, etc.). Conduct a market research to determine if
sources capable of satisfying the post’s requirements and determine if this is a commercial item per FAR 10.001(2) (ii).
· Utilize the ILMS ARIBA Contracting Module and lead in the transition to paperless contracting.
· Prepare any required determination(s) and findings and ensure that any necessary FAR deviations and exemptions have
been obtained. Prepare the draft and prepare the final solicitation, ensure current solicitation provisions and contract
clauses are used, establish the contract terms, conditions, and general povisions, including the methods of pricing,
payment, and financing.
· Verify Independent Government Cost Estimate is provided and determining price reasonableness. Request for A/OPE
approval, if required. Develop solicitation mailing list and publicize the solicitation, e.g., FedBizOpps or locally.
· Release the solicitation to all on the solicitation mailing list and prepare answers to questions for distribution or at a pre-
proposal conference.
· Conduct the pre-proposal conference and release questions and answers and solicitation amendments, if necessary.
· Prepare TEP to the Tech panel, provide guidance to the TEP, review TEP report and request clarifications from TEP, as
necessary. Prepare pre-proposal conference or site visit and advise offerors of the pre-proposal conference.
· Prepare for discussions/negotiations, preparing pre-negotiation objectives, if necessary, conduct discussions/negotiations.
· Request A/OPE approval, if required, forward the contract to FMC for funding and present the final contract document
to the Contracting Officer for signature – after contractor signs.
· Notify unsuccessful offerors (to firm excluded from the Competitive Range), get written request by the Contractor for
either a pre-award or a post award
debriefing within three (3) days of the competitive range notice and conduct debriefings if required.
Administration………………………………………………..……………….. 30%
· Review the contract file and read the contract.
· Prepare and locate appointment memorandum in file for Contracting Officer’s Representative (COR). If memorandum is
not in file or is obsolete, appoint new COR. Copy contract for COR and finance office.
· Review option renewal dates in contract and any preliminary notice required to exercise option. Note on calendar.
· Discuss contractor’s performance with the COR and ensure that the COR has a copy of the contract and understands the
terms, conditions, and review invoices to determine that all (up to now) have been appropriately acted upon.
· Review invoices to determine that all (up to now) have been appropriately acted upon, if any invoices are in dispute or
have otherwise not been paid, take action to resolve issues.
· Ensure that inspection, acceptance, and property reports are in file and ensure that copies of all reports due from
contractor are in file.
· Review delivery orders or task orders (if applicable), monitor technical performance of contractor, also monitor FAR
contractual compliance of contractor (i.e. Combating Trafficking in Persons, sanctions against certain countries, etc).
· Promptly review, refer to appropriate source, and answer contractor correspondence and communicate with the COR
on a regular basis.
· De-obligate funds by modification, if required.
· Prepare contract closeout documentation, retire contract file, destroy contract file when appropriate time has passed and
maintain the contract spreadsheet and ensure the contracts and modifications are up to date and are renewed in time.
· Follow-up for goods and services and ensure delivery dates are met per the order. Track procurement actions, follow-
up with vendors and inform requesting office of status. Meet with requesting office on a monthly basis to review the
status of their orders, couch and train the customers on ARIBA, educate them on procurement process, procedures and
policies
· Upon receipt of the supplies or services, based on receiving reports, payment status or other documents, closes out
purchase order/card file within acceptable timeframe. Any other duties assigned by the Contracting Officer or the
supervisor.
WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.
Additional Selection Criteria:
à Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on
their most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.
DEFINITIONS
1. Eligible Family Member (EFM): An individual related to a U.S. Government employee in one of the following ways:
Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.
2. U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria:
U.S. Citizen; and,
EFM (see above) at least 18 years old; and,
Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:
Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
3. Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment: · Is a U.S. citizen; and
· Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee who is unmarried and at least 18 years old; and
· Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and
· Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the American Institute in Taiwan.
· Does not receive a Foreign Service or Civil Service annuity
4. Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is:
Not an EFM; and,
Not on the travel orders of the sponsoring employee; and,
Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.
A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member. A MOH does not have to be a U.S. Citizen.
5. Not Ordinarily Resident (NOR) – An individual who:
Is not a citizen of the host country; and,
Does not ordinarily reside (OR, see below) in the host country; and,
Is not subject to host country employment and tax laws; and,
Has a U.S. Social Security Number (SSN).
NOR employees are compensated under a GS or FS salary schedule, not under the LCP.
6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who:
Is locally resident; and,
Has legal, permanent resident status within the host country; and,
Is subject to host country employment and tax laws.
EFMs without U.S. Social Security Numbers are also OR. All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).
How to Apply:
http://www.myjobsinkenya.com/job/100003,1697242,108/Procurement%20Contracting%20Specialist
Deadline: 17/06/2013
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