Procurement Supervisor – US Embassy

June 29, 2026

The incumbent oversees the procurement section and is responsible for acquiring goods and services for the Department of State and all other subscribing agencies. Responsibilities include setting procedures, priorities, schedules, coordinating and overseeing all procurement and contracting activities. Supervises a team of seven staff and is responsible for managing the software system (ILMS/Ariba) that the U.S. Government uses to handle purchasing, contracts, and supply tracking.

Duties:

Management of Section: 40%

1. Responsible for directing and supervising all activities within the procurement section. Writes performance evaluations, conducts counseling, and provides on-the-job training and professional guidance to one procurement assistant, five procurement agents, and one purchasing agent. Ensures all procurement actions are performed promptly and using the appropriate method (purchase order, purchase card, blanket purchase agreement, etc.), in accordance with Foreign Acquisitions Regulations, Embassy administrative instructions, and other relevant regulations.
2. Reviews incoming and outgoing communications related to procurement policies, regulations, and guidelines to meet State Department standards. Provides clarifications and instructions to subordinates. Ensures all Post procurement policies, procedures, and documents are up-to-date and comprehensive.
3. Ensures timely follow-up with vendors and submission of status reports to clients. Maintains performance records to monitor customer satisfaction and implements adjustments to improve both section productivity and customer satisfaction.
4. Provides short and long-term strategic recommendations, including budgetary advice, cost-saving initiatives, management controls, and compliance. Recommends procedures to streamline office operations, enhance workflow efficiency, and ensure timely processing of work. Prepares an annual procurement plan and monitors its execution. Prepares ad hoc and recurring reports on procurement operations.
5. Maintains regular communication with Department contracting entities, A/OPE, and the Legal office.
6. Prepares workload assessments and allocates time for Financial Management Center (FMC) to generate ICASS invoices for subscribing agencies.
7. Serves as the primary point of contact for all procurement-related assistance to ICASS customers.

Contracting: 25%

1. Assigns and oversees all contracting activities conducted by the section, offering support and recommendations as needed.
2. Organizes pre-quotation conferences and conducts bidder briefings on contractual requirements.
3. Acts as the principal negotiator.
4. Advises the USDH Contracting Officer on local contracting laws, regulations, and best practices.
5. Acts as the primary Point of Contact (POC) for secure procurement.
6. Provides essential training to the procurement assistant (COR), procurement agents, and Technical Evaluation Panel (TEP).

Procurement Requests: 15%

1. Receives Purchase Requests (PR) from mission offices and agencies, reviews them for

specificity and proper authorizations, and assigns them to Procurement Agents and the Purchasing Agent for processing.

2. Ensures Procurement Agents follow appropriate procurement methods according to FAR/DOSAR and DOSAM regulations for processing PRs.
3. Coordinates with the Financial Management Office to facilitate smooth procurement processing.
4. Verifies that Procurement Agents complete e-Filing after submitting PRs for funding certification.
5. Utilizes ILMS/Ariba and the Contracts module for reviewing and final approving all procurement actions.
6. Ensures Procurement Agents close out PR files after final payment processing.
7. As a purchase card holder with a higher threshold, maintains proper documentation for all purchases made.
8. Uses the purchase card for random procurement and reconciles transactions within five business days upon receiving the monthly statement.

Staff Supervision: 20%

1. Manages and supervises the Procurement Section, assigning and distributing work among staff members. Plans, schedules, and approves staff leave.
2. Evaluates subordinates’ performance as a rating official and prepares Employee Performance Reports (EPRs) through the GSO officer before submission to HR.
3. Updates staff position descriptions, prepares award nominations, and drafts other

necessary personnel documentation as required.

4. Identifies training needs and recommends staff for relevant training. Provides on-the-job training and guidance, focusing on procurement policies, best practices, and reviewing daily work before submission or finalization.

Requirements:

All selected candidates must be able to obtain and hold a:

• Security certificate; and
• Medical certificate

 

All selected candidates will be subject to a background investigation and a pre-employment medical exam.
Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and clearances/certifications or their candidacy may end.

Education Requirements:

See the requirements section above for the education requirements.

Evaluations:

You will be evaluated against the qualifications and requirements in this vacancy announcement.
You may be asked to complete a pre-employment language or skills test.
You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed.  If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:

 

Option 1

 

Education Requirements:

A bachelor’s degree in procurement, business administration, supply chain management, or related major is required.

 

AND

 

Experience:

Minimum of five (5) years of progressively responsible experience in procurement work, including purchasing, contracting, pricing is required.

AND

Minimum two (2) additional years of direct supervisory experience.

 

OR

Option 2

 

Education Requirements:

Two years of college or university studies in any field is required.

 

AND

 

Experience:

Minimum of seven (7) years of progressively responsible experience in procurement work, including purchasing, contracting, pricing is required.

AND

 

Minimum two (2) additional years of direct supervisory experience.

 

OR

Option 3

Education Requirements:

Completion of secondary school is required.

AND

Experience:

Minimum of eight (8) years of progressively responsible experience in procurement work, including purchasing, contracting, pricing is required.

AND
Minimum two (2) additional years of direct supervisory experience.

Language: 

Level IV (Fluent) Speaking/Reading/Writing and ability to translate English is required.  Level IV (Fluent) Speaking/Reading/Writing and ability to translate Kiswahili is required. (This may be tested)

 

Job Knowledge:

Must have a good knowledge of local market practices, and of the capability, pricing and reliability of local suppliers. Must have a comprehensive understanding of the procurement/contracting process, supply chain management, financial acumen, and regulatory compliance. Knowledge in sustainable and ethical procurement practices is essential to align purchasing decisions.

Skills And Abilities:

Must have strong negotiation, project management, and analytical skills. Leadership and team management capabilities are crucial. Excellent communication, organizational, and problem-solving skills are necessary to handle complex procurement activities. Must have good numerical skills to manage the procurement process and provide financial information. Proficiency in using Microsoft products such as Outlook, Word, and Excel is important for enhanced efficiency.