PILLY MAKUNGU
Dar-Es-Salaam
Summary
Knowledgeable Procurement Agent with 10 years of federal contracting experience in award administration including closeout. Providing exceptional, interpersonal, and communication skills to efficiently handle agreements/contract administration including closeout, in accordance with federal laws, regulations, and policies. Energetic team player, problem solver, and highly effective communicator. Resourceful Specialist offering expertise in problem-solving, data analysis and customer service. Adapt at quickly learning new technologies and processes for driving success. Proven track record of successfully managing multiple projects and developing innovative solutions.
Overview
20
20
years of professional experience
Work History
Acquisition and Assistance- Assistant (Closeout Specialist)
USAID/Tanzania
03.2021 - Current
- Initiates and manages closeout process in accordance with Federal Acquisition Regulation (FAR) 4.804, 2 CFR 200.343, 2 CFR 200.345, USAID’s Automated Directives System (ADS) 302sat “Guidance on Closeout Procedures For A&A Awards”, and Tanzania’s Office of Acquisition & Assistance (OAA) standard operating procedures.
- Administer A&A awards issued by OAA and technically monitored by support offices (i.e. Program, Financial Management) by ensuring that funding is available when required; and, under the guidance of the CO/AO works with COR/AORs to monitor the achievement of the overall goals of the activity. The A&A Assistant researches and resolves issues that may arise during award performance, including changes, work stoppages, disputes, implementation problems, defaults, cost overruns, unacceptable performance, and payment problems. Evaluates and responds to requests for approval from contractors/recipients and drafts letters for CO/AO signature. The A&A Assistant also reviews and responds to requests for the modification of existing contracts and assistance awards involving administrative changes, incremental funding, updates to provisions/clauses, and other simple to moderately complex actions.
- Improved customer satisfaction rates through proactive problem-solving and efficient negotiations.
- Responsible for managing the planning, selection, and negotiation process for simplified acquisition purchases (SAP).
- Participates in pre-award survey teams for non-US organizations to review the apparent successful applicant’s procurement systems.
- Serves as the GLASS/PRISM (or successor system) subject matter professional and system point of contact for the Mission.
- CPARS (contractor performance assessment reporting system) focal point. Monitors the status of Contractor Performance Reports (CPRs) and follows up with COs and CORs, as necessary. Reviews CPARS to find past performance reports to support source selection processes as requested by the CO or A&A Specialist.
- Monitors Office of Acquisition and Assistance (OAA)’s awards, including institutional support contract(s) for ad hoc and/or static A&A services. Serve as the Contracting Officer’s Representative (COR) for OAA’s institutional support contract(s) worth $3.9mn, review and accept deliverables, provide technical direction, write contractor performance reports annually, provide feedback on contractor performance, monitor financial performance, and perform accruals on a quarterly basis.
- Liaise with the CO/AOs in the office to forecast OAA’s support needs, plan for and request ad hoc assistance from the contractor’s project manager, track the progress of deliverables, and ensure contractor staff have the information necessary to complete assignments in a timely manner and assume all responsibilities outlined in the COR designation letter.
- Participates in financial reviews led by the office of financial management for active awards as requested and documents all findings in the report as directed by the lead financial analyst.
Procurement Agent
USAID/Tanzania
09.2014 - 01.2021
- Reviews and processes requests for administrative approval, including key personnel, property disposition, salary, subcontracts/sub-awards, equipment, and other necessary implementation actions in accordance with applicable policies and regulations to achieve activity goals.
- Prepares contract/agreement modifications that include incremental fundings, de-obligation/cancellation of funds, and other administrative changes.
- Participates in site visits of partner activities.
- Participates in financial reviews and Non-U.S Organization Pre- Award Survey (NUPAS).
- Performs A/COR file reviews and provides feedback to A/CORs and the A/CO.
- Serves as a subject matter expert on the Agency Acquisition & Assistance plan, Global Acquisition & Assistance System (GLAAS)/PRISM and the focal point for the Contractors Performance Assessment Reporting System (CPARS).
- Manages the award de-obligation and closeout processes for expired awards.
- Acts as Contracting Officer Representative (COR) for OAA support services contract with the Jefferson Consulting Group Award Number GS-00F-120DA/72062120M00003
- Direct and assist other OAA staff on closeout guidance and procedures.
- Conducted vendor and compliance reviews and recommended corrective actions.
- Conducted market research to gain insight into industry trends, informing effective purchasing decisions.
Administrative Assistant
USAID/Tanzania
09.2010 - 08.2014
- Supported up to four Contracting/Agreement Officers, Temporary duty employees, Third Country Nationals (TCN) and FSNs with day-to-day administrative duties.
- Managed hard copy and softcopy (ASIST) OAA files
- Managed Global Acquisition and Assistance System (GLAAS) as Office Requestor and Buyer and resolved system problems
- Communicated with USAID/Tanzania implementing partners and maintained the OAA Award List
- Distributed award modifications and data entry
- Processed travel logistics and work permits for all supporting staff including TDYers, TCNs, and institutional contractors, etc.
Mail Clerk/Telephone Operator
US Embassy
11.2004 - 09.2010
- Provided telephone services multiple USG fencing with over 300 employees.
- Maintained Mission internal telephone directory
- Assisted pouch room and backup timekeeper for IPC section
- Assisted telephone and radio section
Education
No Degree - Secretarial Course
Tabora Secretarial College
Tabora05.1993
Some College (No Degree) - High School
Advanced Level Secondary Education
Iringa, TanzaniaSkills
- 10 years of experience in post-award administration including award closeout
- Knowledge of US Government procurement practices, Federal and USAID regulations, and policies in award administration including closeout
- Excellent interpersonal skills and communication skills with the ability to work in a team environment
- Extremely responsive approach to time management and ability to meet tight deadlines on schedule
- Customer Relations
- Expert Problem Solving
- Documentation Management
- Quality Assurance
- Interpersonal Skills
- Continuous Improvement
- Adaptability and Flexibility
- Reliability
Accomplishments
- In December 2018, together with 2 colleagues conducted comprehensive market research on costs for goods and services, and developed a Cost Analysis Baseline Assumptions Report, a key document Planners and OAA staff rely on for developing IGCEs and conducting cost/price analysis.
- Served as main Point of Contact (POC) Office of Acquisition & Assistance (OAA) Washington Cancelling funds since 2018, and processed modifications de-obligate funds and reprogrammed canceled funds for disbursement before they were canceled in the amount of $3.2MN for fiscal year 2024.
- Supported USAID/Tanzania, OAA to sustain exemplary team efforts to provide 70-person months of procurement support resulting in the obligation of over $200 million into critical programs. The Surge was made up of professionals from 12 countries. The support included handling all travel logistics including travel authorizations, multiple ticket changes, work permits, accommodations, processing travel vouchers and travel advances.
- USAID Global incentive award recognition with 2019 Individual Annual Agency Award for Distinguished Foreign Service National Administrative (AFRICA)
Citizenship
Tanzanian
Federalexperience
Yes, Embassy of United States of America in Tanzania and USAID/Tanzania
Trainingcertificates
- Programming Foreign Assistance (PFA)
- Project Design and Management (PDM)
- Introduction to Contract Pricing (CLC058)
- Shaping Smart Business Arrangements (CON100)
- Contract Planning (CON121)
- Contract Execution (CON124)
- Contract Management (CON127)
- Basic Contracting for GSA Schedules (FAC023)
- Small Business Programs (FAC031)
- Fundamentals of Cost and Price Analysis (CON 170)
- FAR Fundamentals (CON 190)
- Essential Elements in Acquisition (FAR/AIDAR)
- Cost Analysis Training (Jefferson Solution)
- Grants and Cooperative Agreement
- FAR Bootcamp
- Uniform Contract Format Section C,L &M
- GLAAS 101
- GLAAS 104
- Cost Reimbursement Contract Training
- Acquisition and Assistance Management for AOR/COR (A & A 104)
- Award Closeout
- Essential Elements in Assistance
- Simplified Acquisition Procedures
Awards
- 2008 - Mission Individual Franklin Award for exceptional service during the visit of President George W. Bush in 2008
- 2011- Agency Meritorious Honor Group Award for GLAAS AFRICA Deployment Logistics Coordinators
- 2013 - Group award for exceptional service during the (POTUS) visit of Barack Obama in 2013
- 2014 – Mission Individual Eagle Award for superb customer service over a sustained period supporting the activities of one of the largest overseas Offices of Acquisition and Assistance.
- 2017 - Mission Group Award recognition for outstanding performance and teamwork in advancing the Agency’s goals of increased awards to small business and also reducing procurement actions lead times.
- 2017 - Mission Individual Eagle Award for outstanding performance, proactiveness, hard work, and impressive customer service by facilitating effective communication of a property disposition plan in an extremely limited time frame for a complex contract that led to saving of over $40,000 of US taxpayer money.
- 2019 - Good Idea Award for establishing baseline cost assumptions that USAID/Tanzania’s OAA use to facilitate cost analysis and technical office (activity managers, COR/AORs) use to develop IGCEs and ABEs
- 2019 - Individual Annual Agency Award for Distinguished Foreign Service National Administrative (AFRICA)
- 2022 – USAID Local Employees Staff Association (LESA) Deputy Secretary
References
- AYANA ANGULO, Contracting/Agreement Officer, Director, Regional Office of Acquisition & Assistance, aangulo@usaid.gov
- John Michael, DAR ES SALAAM, TANZANIA, +255787577654
- Ruby Tawonezvi, 3700 Elmcrest Lane, Bowie, Maryland, 20716, +1 202 705 0126, rtawonezvi@usaid.gov
Timeline
Acquisition and Assistance- Assistant (Closeout Specialist)
USAID/Tanzania
03.2021 - Current
Procurement Agent
USAID/Tanzania
09.2014 - 01.2021
Administrative Assistant
USAID/Tanzania
09.2010 - 08.2014
Mail Clerk/Telephone Operator
US Embassy
11.2004 - 09.2010
No Degree - Secretarial Course
Tabora Secretarial College
Some College (No Degree) - High School
Advanced Level Secondary Education
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