Position Title: Senior Procurement & Compliance Officer

Location: Nairobi Kenya

Department: Global Operations

POSITION SUMMARY

Position Purpose: The Senior Procurement & Compliance Officer has primary responsibility for the day-to-day activities within the Procurement Unit.

Position Overview:

This includes providing ongoing guidance to Winrock staff on procurement policies and procedures and compliance with funder rules and regulations. The Senior Procurement & Compliance Officer reviews and processes purchase requisitions, purchase orders, Independent Consultant Agreements (ICAs), subawards, and other contracts to ensure that the goods and services necessary to support Winrock program implementation are available. The Procurement & Compliance Officer will provide feedback/training to staff and participate in streamlining established routines for competition, acquisition, and procurement data management while ensuring procurement records are accurate and available. The Senior Procurement & Compliance Officer provides escalation to the Director, Procurement on areas of concern or potential liability, large procurements, and unique award requirements.

POSITION RESPONSIBILITIES

Major Responsibilities

• Reviews requests for proposals and quotations and coordinates publication and other solicitation methods for project and core purchases, independent contractor agreements (ICAs), and subawards, excluding the review and evaluation of subaward applications.
• Supports the preparation, review, processing, modification, tracking, and closure of Independent Consultant Agreements (ICAs), and Purchase Orders, including scopes of work, selection and negotiation documentation, rate and budget support, required approvals, deliverables, invoices, and agreement files in coordination with programs, finance, and other responsible staff.
• Supports the Costpoint entry, including amendments, monitoring, and closeout of Purchase Orders, ICAs, and subawards.
• Completes procurement reviews and checklists; verifies the completeness, accuracy, required approvals, and compliance of documentation for project and core purchases, provides concurrence within delegated authority; and documents and follows up on required corrective actions. Does not participate in the technical review, evaluation, or selection of subaward recipients.
• Supports then escalate large procurements, sole sourced procurements, and funder requests for procurement approvals.
• Understands and provides guidance on funder procurement requirements.
• Supports internal and external audits by retrieving and organizing requested documentation, confirming that procurement and agreement files are complete and audit-ready, coordinating responses with responsible staff, tracking open requests, and communicating identified documentation or compliance gaps.
• Provides support as needed to the invoicing team.
• Strengthen global procurement compliance and consistency by developing and delivering training for field-based staff on Winrock procurement policies, processes, tools, templates, funder requirements, and procurement standards.
• Analyzes procurement and contracting workflows and transaction data; monitors and follows on open or recurring purchase orders, active ICAs, and subawards; identifies recurring process or compliance gaps; and develops or updates templates, manuals, guidance, and job aids to improve consistency, efficiency, and user compliance.
• Other duties as assigned.

POSITION QUALIFICATIONS

Education: A bachelor’s degree in business administration, accounting, finance, public administration, or related field is required. Professional procurement or supply-chain certification, such as CIPS, CPSM, or equivalent, is desirable.

Minimum Required Experience: At least five years of progressively responsible, relevant experience in procurement, contracting, grants and contracts administration, supply chain, project operations, or a related compliance/operations function involving the review and processing of procurement or contracting transactions. Relevant transaction experience must include independent consultant requests and agreements, service contracts, purchase orders, subawards, and similar contractual arrangements for donor-funded project mechanisms. Experience applying U.S. government procurement and assistance requirements, including applicable FAR, 2 CFR 200 regulations and award requirements. Experience supporting procurement and subaward/subcontracting funded by the U.S. federal government and other bilateral, multilateral, foundation, or institutional donors, with familiarity working within donor-specific procurement and contracting requirements. Direct experience reviewing and processing independent consultant or professional-services engagements, including scopes of work, consultant classifications, competitive selection or justification documentation, rates/budgets, required approvals, and contracting documentation. Experience applying procurement or contracting policies and procedures, including reviewing documentation for completeness, accuracy, required approvals, and compliance with established requirements. Experience supporting global or multi-country procurement and contracting processes, involving consultants or vendors located across multiple jurisdictions. Experience serving as a process owner, focal point, or quality-control reviewer for procurement or contracting workflows. Experience identifying process gaps, improving workflows, developing guidance or job aids, and supporting users in following standardized procedures. Experience maintaining procurement, contracting, or related operational data in an ERP, procurement, contract-management, or other enterprise system, with responsibility for accurate data entry and recordkeeping. Experience using an ERP, procurement, contract-management, or workflow-tracking system and producing reports or monitoring data quality, processing status, or compliance. Demonstrated ability to manage high-volume, detail-oriented workflows, track transactions through multiple stages, follow up on incomplete submissions, and maintain accurate documentation and audit-ready records. Strong attention to detail, organizational skills, and judgement.

Computer/Technical Skills: Strong software skills and advanced knowledge of Microsoft Office Suite (particularly Excel, Outlook, and Word), Microsoft SharePoint. Deltek Costpoint is required. Demonstrated ability to effectively manage and prioritize multiple Outlook inboxes, ensuring timely response and organization of communications.

Communication Skills: Demonstrated ability to independently communicate effectively with colleagues across functions, countries, and time zones and to provide clear guidance on processes and documentation requirements. Requires good interpersonal skills and the ability to work cross-culturally and the ability to write clearly and concisely.

Language: Must have excellent English oral and written language skills.

Required Travel: Up to 10% travel, internationally.

Position-Specific Skills:

• Ability to work in a team-oriented environment.
• Flexibility to assume a workload which frequently requires an adjustment of priorities.
• Firm understanding and sense of the importance of paying attention to detail.
• Ability to always demonstrate the highest level of ethical standards.
• Ability to make decisions quickly and weigh options for the good of the organization, program, and Funder.
• Ability to manage multiple priorities.
• Strong organizational skills coordinating a variety of tasks simultaneously.

Physical Demands:

Must be authorized to work in the country of origin. No phone calls, please. Candidates selected to move forward will be contacted by email. Winrock is an equal opportunity employer committed to providing equal employment opportunity for all people. All qualified applicants receive consideration for employment regardless of race, color, religion, sex, gender, national origin, age, disability or any other basis protected by law.

At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity and transformation.