MOSES OTAI

Project Managed:

• USAID Feed the Future Uganda Inclusive Agricultural Markets Activity

Achievements

• Developed the subcontracts financial tracker for managing payments, deliverable timelines, financial projections, and contract performance periods, which led to the timely execution of deliverables, payments, modifications, and the realization of accurate financial forecasts
• Onboarded 15 subcontractors in 8 months, which led to the achievement of the project targets in resilience zones (Karamoja and refugee settlements) under the new project scope/technical cost increase

Duties and Responsibilities

• Managing all field‐initiated procurement processes from beginning to end, ensuring compliance with DAI, FAR, and AIDAR regulations
• Responsible to ensure accuracy of all procurement documents including contracts, sub- contracts, solicitations, amendments, proposals, purchase orders, memoranda and others
• Oversee and manage the solicitation of bids and quotes from vendors, suppliers, stakeholders and others for goods and services in adherence with IAM, DAI and USAID policies
• Managing proposal evaluation and vendor selection processes ensuring that evaluation committees work collaboratively to make a final selection of vendors, suppliers, sub- contractors etc
• In an impartial, fair and compliant manner
• Supporting the Senior Grants Manager to procure in-kind support for grants and determine the most reasonable, fair, and expeditious procurement needs for grants
• Periodically auditing the DAI procurement management system to ensure accuracy, quality and completion of relevant documentation and also managing the use of DAI’s operations & procurement system (TAMIS)
• Participate in and organize activity budgeting and work/procurement planning sessions in collaboration with the finance, grant and technical teams to support anticipated operational and technical needs
• Coach and mentor procurement and operations staff to improve their skills
• Provide regular updates to the Director of Finance and Administration, Contracts manager and other management staff in support of mid and long-term work plans for IAM and provide relevant input to quarterly and annual reports
• Managing DAI’s market research efforts through the procurement team to identify and pre- qualify potential suppliers (and products/services)
• Ensure that beneficial, ethical and open
• Managing the team to establish and maintain vendor and supplier database, procurement lists and schedules and conduct price/cost/reasonability analyses
• Working closely with home office support staff, including the Contracts Administrator, in support of submissions to USAID
• USAID Feed the Future Uganda Inclusive Agricultural Markets Activity

Project Managed:

• USAID Feed the Future Uganda Inclusive Agricultural Markets Activity.

Achievements

• Supported in updating the Field Operations Manual (procurement section) to accommodate in-country requirements, trends, and best procurement practices.
• Delivered a training to the technical staff on developing scopes of work, evaluation criteria, proposal evaluation, designing deliverables and payment schedules and review of partner budgets

Duties and Responsibilities

• Managed the project’s startup/set up process and supported in operationalizing the Kampala office and 4 regional offices
• Monitored and expedited all project procurement activities and delivery status of goods/services
• Solicited bids and quotes from vendors for items in adherence with program policies
• Managed subcontracts procurement processes from drafting scopes of work together with the technical team, Draft the requests for proposals, conduct preproposal bidders’ conferences, conducting bid opening, proposal review checklists and preparing individual and committee evaluation forms
• Acted as a member of the procurement selection committee and ensure that the committee works collaboratively to make a final selection of vendors, suppliers, sub-contractors etc
• Prepared source selection and negotiation memos for selected partners for submission to HO Contracts/USAID
• Prepared the requests for the USAID CO consent to subcontract and also requests for IT and NXP items for submission to USAID
• Reviewed budgets of selected subcontractors and grantees for cost reasonableness and funding eligibility
• Support the Director of Finance and Administration to procure in-kind support for grants and determine the most reasonable, fair, and expeditious procurement needs for grants
• Drafted subcontract agreements and conducted restricted parties screening against the recommended vendors and subcontractors
• Through market research efforts, identified and pre-qualified potential suppliers (and products/services) and established and maintained the vendor and supplier database, procurement lists and schedules
• Maintained electronic procurement records & files in various DAI’s system platforms
• USAID Feed the Future Uganda Inclusive Agricultural Markets Activity

Project Managed

• USAID Feed the Future Producer Organizations Activity

Achievements

• Supported in developing the new local procurement policy
• Completed the digitization of all procurement and contract documentation and uploaded the documentation to Technoserve’s online storage platforms

Duties and Responsibilities.

• Ensured compliance to TechnoServe procurement policies and procedures, reviewing specifications, soliciting and analyzing proposals/quotations against specifications of the RFP/RFQs and prepare cost bid analysis reports, Maintaining a procurement tracking report, Preparing purchase orders/contracts for the acquisition of goods and services, Maintaining a filling system for procurements, development of quarterly and annual plans for procurement, Prequalification of Vendors
• Drafting scopes of work together with the technical team, drafting service level agreements or Master services agreements and subcontracts for successful contractors/suppliers, carrying out background checks for selected contractors/vendors, Track contract implementation with the support of field teams, liaising with the contract analyst and Senior Contracts officer to execute contracts
• Maintained and updated the asset register, engraving and labelling assets, ensuring that all insurable office assets are insured, filling insurance claims for lost and damaged assets, disposal of unwanted assets and physical verification of assets in all office locations
• Ensured organization vehicles are in sound condition, tracking vehicles using the wialon system, preparing monthly fuel usage reports, requesting for new fuel cards, ensuring vehicle insurance is active, filling claims for vehicle incidences
• Oversee the smooth flowing of routine activities, Managed office communication and security correspondences, acted as initial point of contact with home office on special administrative matters, Orienting new staff on procurement and fleet policies
• USAID Feed the Future Producer Organizations Activity

Achievements

• Completed all country prequalification of service providers
• Established the master services contracting mechanism for repetitive technical assistance service

Duties and Responsibilities

• Implementing tendering processes for procurements requiring open tender process
• Issue request for Quotations, proposals, and tender documents and participate in the analysis process
• Ensure that correct documentation for procurement and contracts are completed and filed to TNS procurement standards and policies
• Support the Drivers as necessary to ensure that vehicle repairs, insurance and payments are made on time and in accordance with Organization’s policy
• Provide support in monthly fuel reporting and monitoring vehicle fuel consumption, tracking vehicle repairs and providing monthly vehicle repair report
• Responsible for logging all new assets in the asset register and ensuring the appropriate maintenance
• Maintaining appropriate databases to track and manage running contracts and also managing the prequalification of Vendors and updating the prequalified vendor list
• Work with Program managers to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts
• Drafting contracts and ensuring necessary background checks for all the hired contractors

Achievements

• Managed the onboarding of clean energy suppliers, and negotiated prices for the products.
• Completed the setup of the clean energy store in Kyankwanzi district

Duties and Responsibilities

• Placing and monitoring orders and coordinating the delivery of goods to the field offices
• Negotiating with suppliers on delivery, pricing, and payment terms
• Providing monthly stock in and stock out reports
• Managing supplier relations through ensuring frequent communication and timely payments
• Handling Procurement filing for both electronic and hard copy documents (Procurement, finance, and sales filing)
• Supervising and coordinating the loading and delivery of supplies