Procurement and Grants Manager

DAI SPEED PLUS is recruiting a Procurement and Grants Manager, to be based in Maputo, Mozambique.

Description

• The Procurement and Grants Manager will play a pivotal role in ensuring integrity, objectivity, and transparency in procurement and grant processes as well as compliance with policies, procedures, and processes. The central responsibility for this position is to oversee and conduct the procurement of goods and services
• The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues
• The position requires knowledge of the Federal Acquisition Regulations (FAR); The Procurement and Grants Manager will be responsible for overseeing and ensuring that complete procurement related backup documentation is provided prior to submission to Finance Team; S/he will oversee the procurement process including the drafting and release of solicitations and price/cost/reasonability analyses

Duties

• Draft and distribute solicitation and oversee the collection of quotes and bids from vendors in adherence with policies & approved requisitions and quarterly procurement plans
• Monitor, track and expedite all project procurement activities and delivery status of goods/services
• Ensure pricing information is accurate and aligns with acquisition policies
• Conduct price/cost/reasonability analyses
• Review requisition documentation, cost estimates, statements of work, etc
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
• Determine source selection methods for complex procurement to ensure compliance
• Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds
• Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
• Prepare cost evaluation data, and source selection documentation
• Through market research efforts, identify and qualify potential suppliers (and products/services)
• Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
• Maintain compliant procurement file system in DAI’s system
• Work closely with various home office support staff
• Carry out other duties and responsibilities as directed
• Procurement Management Systems
• Enforce use of DAI’s operations & procurement system (TAMIS), etc
• Maintain electronic procurement records & files in various DAI’s system platforms
• Ensure all requisitions provide adequate detailed specifications to conduct a proper procurement for the good or service request and provide training to all staff how the submission of a proper requisition
• Train other DAI staff in the use of procurement systems, as necessary
• Grants Responsibilities: Supervise grants administrative staff that may be assigned to support grant fund implementation
• Ensure project compliance with all applicable USAID grants-under contract regulations and DAI grant and procurement policies and procedures
• Monitor grantees closely to ensure that deliverable, milestones, and expectations are met and are of high quality
• Work closely with the finance department to ensure that accrued grant liabilities are accurately tracked and progress payments are processed on a timely basis
• Works closely with the Communications Department to make sure grantee work and successes are accurately captured in the program’s regular reporting (monthly, quarterly, annual, newsletters)
• Policies & Procedures: Ensure integrity, fairness, accuracy, and openness in procurement processes
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
• Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary
• Reporting: Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required
• Provide weekly estimate of payments to be required to the Accountant for the weekly wire request for project funding
• Monitor and track procurement activities and delivery status of goods/services
• Audit: Ensure complete backup documentation for procurements is submitted to project’s Finance Team
• Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance
• Assist and collaborate in external or internal audits as necessary

Requisites

• Bachelor’s degree in Business Administration or related field
• 8+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization
• Minimum 3 years’ experience working in a procurement role for USAID funded projects preferred
• Experience leading and managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations
• A high level of attention to detail and accuracy in working with large amounts of data
• Ability to respond effectively to time sensitive demands & inquiries
• Proficiency using Microsoft office suite, and other relevant software
• Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
• Prior background in grants award and grants management as well as prior experience in the award and administration of subcontracts
• Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process
• Ability to manage and prioritize multiple concurrent bids
• Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
• Extremely well organized and self-directed individual with sound technical skills, and analytical ability
• Fluency in English is required

Notes

• Only short listed applicants will be contacted