Gideon Suya
Lilongwe
Summary
Dynamic procurement professional with extensive experience at USAID/Malawi, excelling in contract administration and negotiation strategy development. Proven track record in award management and compliance, coupled with strong interpersonal skills. Adept at executing procurement planning and cost analysis, ensuring timely project delivery and fostering collaborative relationships with stakeholders.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Administrative Agreement & Contracting Officer
USAID/Malawi
01.2021 - 01.2025
- As an Administrative Agreement & Contracting Officer, my responsibilities included award administration, such as managing project incremental funding for continued activity implementation and providing administrative approvals.
- I worked closely with the Contracting Officer in the daily management of Acquisition and Assistance (A&A) operations.
- My key functions involved ensuring the establishment of effective acquisition strategies aligned with development conditions, providing support to technical teams in the development of requirement documents, solicitations, and funding opportunity announcements.
- I am highly experienced in conducting thorough evaluation of cost proposals and cost applications, developing robust negotiation strategies, preparing defensible competitive range determinations, and drafting comprehensive source selection decision documentation.
- I was also responsible for preparing award documents to facilitate timely execution and award within desired timelines.
- Furthermore, I led contracting office collaboration with technical officers in the review of project costs and performance adjustments with clear justifications, change and work stop orders, and providing other essential guidance to implementing partners and contractors.
- A significant aspect of my role involved providing direction, on-the-job training, guidance, mentorship, and daily operational support to other Contracting Specialists.
- I actively collaborated with the Agreement & Contracting Officer in the implementation of new USAID procurement initiatives at the Mission, focusing on innovations such as Procurement Action Lead-Time (PALT) reduction.
- I served as a key trainer for the Mission's contracting workforce, which includes Activity Managers, project leaders, and Agreement/Contracting Officer Representatives (AOR/COR).
- This encompassed the development and delivery of group training sessions, as well as job-specific one-on-one award administration training, informal guidance, and the sharing of experience-based knowledge.
- I exercised sound judgment in addressing both routine and complex award administration issues, providing well-considered recommendations to the Agreement & Contracting Officer for final decisions.
- This included negotiating and preparing award modifications with Contractors and Grantees, co-leading collaborations with the Financial Management Office in conducting Limited Financial Reviews of implementing partners and advising technical officers and awardees on their respective roles, compliance with award terms and conditions, as well as the interpretation of federal regulations and USAID policies.
- In addressing routine issues, I proactively proposed options and analyzed complex issues to provide informed recommendations to the Contracting Officer regarding the mission's procurement strategy, the awarding of contracts, grants, and cooperative agreements, and related matters.
- This included supporting the Contracting / Agreement Officer in the review of draft program descriptions, statements of work, and related procurement determinations.
- I also led collaboration efforts in developing procurement plans and drafting essential related documents such as independent government cost estimates (IGCEs), individual acquisition plans (IAPs), and source selection plans (SSPs), as well as Determinations and Findings.
- My responsibilities further extended to coordinating technical evaluations, performing detailed cost analysis of cost proposals/applications, developing procurement action-specific negotiation strategies, and working closely with the Agreement & Contracting Officer in executing these strategies as an integral part of the source selection process.
- Finally, I was responsible for preparing comprehensive cost analysis reports, negotiation memos, grants, cooperative agreements, and contracts for award and execution.
Senior Acquisition and Assistance Specialist
USAID/Malawi
01.2010 - 01.2016
- I was responsible for integrated procurement management processes; including but not limited to mission-wide procurement planning, market research, individual action choice of instrument in view of nature of requirement individual acquisition planning, solicitation development, advanced cost / price analysis and source selections, contract administration, and contract closeout.
- I facilitated and assisted technical officers in execution of market research, preparation and issuance of Request for Information (RFI(s) for development of future Government requirements.
- I prepared and publicized necessary procurement announcements such as solicitations and notice of funding opportunities.
- I was the interface with technical and cost acquisition teams to finalize requirements, analyze developed Independent Government Estimate (IGCE), and other necessary acquisition documents such as determination and findings, waivers, and justifications for exception to compete procurement actions.
- Prepare specific procurement negotiation strategy coordinated with the negotiation teams and participate in negotiation proceedings between the Government and prospect Contractors or Grantees.
- I supported technical offices and activity development teams in developing requirements documents.
- Provide contractual perspective review of draft documents such as statements of work (SOW) and program descriptions (PD) and determining the appropriate method of procurement.
- I prepared pre-solicitation documents such as request for proposals (RFP), notice of funding opportunity (NFO) and coordinate pre-proposal conference meetings with potential Offerors and Applicants.
- Following closure of negotiations, I prepared notices and debriefings for unsuccessful Offerors and Applicants and prepared contract or agreement documents for successful awardees.
- Also ensured all congressional notification requirements were satisfied in accordance with federal regulations and policies.
- I prepared contracts and grants (including Cooperative Agreements) making sure current federal regulations are included in the terms and conditions and or standard provisions.
- I prepared determination and findings documenting rationale for changes, modifications, or exercise of contract options as well as leading negotiations for resulting modifications.
- I was responsible for contract administration sufficient to ensure timely incremental funding, prepare equipment approvals for Contracting Officer signature, coordinate time and cost extensions, as well as incorporation of changes to the contracts, grants, and agreements (bilateral or unilateral).
- I facilitated conducting of pre-award assessments of apparent winners and post award conferences and debriefs after the award has been made.
- I participated in partner limited financial reviews and on-site training providing procurement expertise input.
- Application of in-depth knowledge and understanding of federal contracts execution and administration regulations in relation to specific procurement complexity – from purchase orders, fixed price contracts, cost plus fixed fee contracts, cost plus fixed fee contracts, grants, and cooperative agreements.
- In accordance with agency policy, I ensured compliance with federal rules on competition, fairness and accountability is complied with in preparing solicitations, amendments, awards and modifications.
- I was responsible for proper management of procurement records through compliant use of online USAID record system and utilization of other government-wide web-based systems.
Procurement and Liaison Officer
Catholic Relief Services (CRS/Malawi)
01.2006 - 01.2010
- My experience includes the development of comprehensive procurement plans in close collaboration with technical offices.
- I am proficient in reviewing requisitions from users, ensuring they are funded, complete and accurate, and providing informed recommendations on the appropriate procurement course of action to Supervisors.
- I responsible for leading thorough market research to gain a deep understanding of market dynamics.
- This involved effectively soliciting quotations, bids, and proposals, as well as performing detailed analysis to assess supplier capabilities against organizational requirements and trading terms.
- I prepared comprehensive solicitation documents, including requests for quotations, invitations for bids, and requests for proposals, based on defined needs.
- I coordinated proposal evaluations, serving as the internal procurement committee secretary.
- This included facilitating procurement negotiations and the subsequent preparation of contracts and agreements with suppliers, as well as ensuring effective contract administration.
- Furthermore, I led conducting of supplier performance appraisals in accordance with contract terms and performance standards, along with the preparation and submission of regular procurement reports for management information purposes.
- I am adept at coordinating with requestors regarding delivery schedules and destinations for specific procurement needs.
- My responsibilities also included actively expediting the delivery of procured goods to ensure timely receipt.
- Beyond core procurement functions, I also have experience in processing visitor visas and Temporary Employment Permits for international staff.
- I am also familiar with publishing procurement advertisements in newspapers and managing the customs clearance process for goods procured internationally.
- I also provided support with travel logistics for both staff and visitors.
- I am committed to fostering a collaborative work environment through training, coaching, and mentoring new and/or less experienced colleagues.
- This included sharing knowledge on procurement activities and ensuring that the Assets Manager is informed about capital asset purchases for accurate organizational inventory updates.
- Finally, I am detail focused in ensuring the proper filing of all procurement documents for comprehensive record-keeping and audit trail purposes.
Commodity Logistics Accountant
Catholic Relief Services (CRS/Malawi)
01.2002 - 01.2006
- My experience encompasses comprehensive logistics planning for relief commodities, including in-land transportation costing and budgeting.
- I ensured the timely consolidation of commodity logistics and distribution data from CRS and its partners through the Food log (CRS food tracking software) for the compilation of the donor’s (USAID) Quarterly Commodity Status Reports.
- I managed the procurement of commodity transportation services, including contractor selection, contract negotiations, award processes, and contractor performance evaluation.
- My responsibilities also included the receipt and processing of transport invoices and claims.
- Furthermore, I handled commodity inspection survey contracts in close coordination with the Malawi Bureau of Standards, as well as regional and international inspection (ITS) firms.
- I developed and conducted compliance training on Title II commodity Management for CRS and its I-LIFE DAP Program implementing partners and Consortium NGOs.
- I led the conducting of internal commodity audits and compliance checks on Title II Resource management for the USAID-funded DAP program.
- I also collaborated effectively with clearing and shipping agencies in processing duty-free entry of program food into Malawi.
- I supervised the activities of CRS Commodity Accountants and Commodity Accounting personnel in partner agencies and Consortium NGOs, ensuring the proper management and maintenance of filing systems for program records and reports in line with donor and CRS requirements and regulations.
- Additionally, I handled various administrative and logistics/operational issues in accordance with CRS/Malawi policies and systems.
Education
Master of Science - Supply Chain Management
University of Bolton
UKProfessional/Graduate Diploma (Level 6) - Purchasing and Supply Management
Chartered Institute of Purchasing and Supply
UKSkills
- Procurement expertise
- Customer service
- Development programming
- Procurement instruments
- Contracts
- Grants
- Contracts and grants execution
- Procurement planning
- Cost and price data analysis
- Proposal evaluation
- Negotiation strategy development
- Award administration
- Termination
- Closeout
- Communication skills
- Management skills
- Collaboration skills
- Project management skills
- Interpersonal skills
- Relationship management skills
- Digital skills
- Computer skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Email communications
Certification
- Federal Acquisition Certification in Contracting (FAC-C), USA
- Administrative Warrant, USAID / Washington
References
- Natalie Thunberg, nataliethunberg@gmail.com, +1-202-725-6124
- Victoria Nazitwere, NazitwereV@state.gov, +265 887 881 940
- Patricia Ziwa, patriciaziwa@yahoo.com, +265 888 868 376
Locations
Malawi
Timeline
Administrative Agreement & Contracting Officer
USAID/Malawi
01.2021 - 01.2025
Senior Acquisition and Assistance Specialist
USAID/Malawi
01.2010 - 01.2016
Procurement and Liaison Officer
Catholic Relief Services (CRS/Malawi)
01.2006 - 01.2010
Commodity Logistics Accountant
Catholic Relief Services (CRS/Malawi)
01.2002 - 01.2006
Master of Science - Supply Chain Management
University of Bolton
Professional/Graduate Diploma (Level 6) - Purchasing and Supply Management
Chartered Institute of Purchasing and Supply