Procurement and Contracts Intern at

2 months ago

Nairobi, Nairobi Area, Kenya African Wildlife Foundation Full time

The African Wildlife Foundation, together with the people of Africa, works to ensure the wildlife and wild lands of Africa will endure forever.

Job Summary

This position will be an integral part of AWF's global Procurement and Contracts team and will oversee and support all procurement and contracting activities across the organization.

In liaison with the supervisor, the role will be responsible for manage procurement processes, oversee contract administration, collaborate with teams on procurement matters and manage procurement risk ensure, compliance with local & Donor regulations and AWF's policies.

Key Responsibilities

Procurement Management:

Support in Identifying and assessing potential suppliers, ensuring they meet AWF's standards for quality and ethical practices and maintaining a robust supplier database.

Support Liaise with the HQ based finance team to manage inventory operations and track inbound delivery of procurement.

Support in Conducting due diligence in the choice of new online vendors and consult with related staff member when necessary to assess possible risks.

Support in Review of field office procurement records to ensure compliance, maintain appropriate purchase documentation and obtain the necessary approvals.

Ensure due diligence compliance (USG anti‐terrorism regulations) by assuring all vendors are vetted through the established systems and perform past performance check.

Support in Preparing and issuing procurement documents, including Request for Quotations (RFQs), Request for Proposals (RFPs), and bid invitations.

Participate in Evaluation of vendor proposals, negotiation contracts, and making recommendations to management.
Support with timely and cost-effective procurement of goods, services, and works, while maintaining high-quality standards.
Support with Providing audit trail for probity audit and procurement processes, decisions, and contractual arrangements.
Support to Develop and/or assist in developing procurement policies, procedures, and guidance documents.

Contract Management:
Support in Drafting, reviewing, and administering contracts, agreements, and purchase orders.
Support with Ensuring that all contracts are compliant with Donor and local laws and regulations.
Support with Monitoring contract performance, adherence to timelines, and deliverables.
Support with Maintaining accurate records of all contracts and agreements.
Collaborate closely with program teams, legal counsel, and external partners to align contract terms with project objectives.
Support with Conducting internal audits to assess contract management processes and identifying areas for improvement.

Compliance, Ethics and Reporting:
Ensure strict compliance with procurement laws, regulations, and AWF's policies.
Conduct internal audits to assess procurement and contract management processes.
Stay informed about changes in procurement regulations and industry best practices, incorporating them into AWF's processes.
Ensure strict adherence to ethical and compliance standards in all contract activities,
Promote a culture of integrity, transparency, and ethical conduct within AWF,
Prepare and submit regular reports on procurement status, performance, and compliance to management.

Team Collaboration:
Collaborate closely with AWF teams, project managers, and partners to align procurement activities with project objectives.
Foster a culture of transparency, integrity, and ethical conduct in all procurement processes.
Foster strong relationships with stakeholders, promoting AWF's values and principles

Procurement Risk Management

Participate in Developing risk mitigation strategies for complex procurement arrangements.
Participate in Developing risk mitigation strategies for complex and large procurement projects, ensure appropriate ownership of risk between AWF and the supplier (i.e. allocation of risk where it is best managed). Champion compliance as a key procurement risk mitigation strategy.

Qualifications:
Bachelor's degree in Procurement, Supply Chain Management, Business Administration, or a related field.
Basic knowledge of procurement regulations and practices.
Negotiation, communication, and problem-solving skills.
Proficiency in Microsoft Office Suite.
Attention to detail and strong analytical abilities.
Ability to work both independently and collaboratively within a team.
Fluency in English, both written and spoken and time management skills.
Ability to prepare procurement reports providing periodic status updates as necessary required.

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