GRANTS & PROCUREMENT OFFICER


DAI, an international development company based in Bethesda, MD, has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change.
Summary of Primary Duties
The Grants and Procurement Officer will assume responsibility for coordination of grants and procurement activities in support of project activities and operations. The Grants and Procurement Officer will report to the Finance and Administration Manager. He/She will play a pivotal role in ensuring integrity, fairness, and openness in all grants and procurement processes, as well as adherence to policies, procedures, and controls. The position requires relevant work experience in the field of grants, subcontracting, and procurement across a variety of industry sectors. The position requires knowledge of the Federal Acquisition Regulations (FAR), as well as USAID rules and regulations regarding grants (ADS) and procurement (AIDAR). The Grants and Procurement Officer will be responsible for overseeing and ensuring that complete grants and procurement related backup documentation is maintained and submitted for payments, and that all files are audited in support of closeout procedures. He/She will oversee the process for assessing grantee financial capability. He/she will also be responsible for managing procurement solicitations and price/cost/reasonability analyses.
Essential Duties
Grants Management
  • Review grantee proposals, applications, and budgets for cost reasonableness and adherence to grant management strategy and policies;
  • Train local grantees in compliance with USAID assistance regulations , including ADS 303 rules and regulations, and DAI grant policies and procedures;
  • Prepare, analyze, and evaluate submissions to Requests for Applications (RFAs), Annual Program Statements (APS), or other solicited and unsolicited proposals, as outlined in the Grants Manual
  • Help facilitate Grant Selection Committees, ensuring that Committee participants understand evaluation criteria, have no conflicts of interest, and are trained in the required evaluation process;
  • Establish and maintain accurate grant documentation for each new award;
  • Oversees grant implementation from executing and signing of the award, monitoring of and documenting grantee activities, administrative actions, as necessary, and final reports;
  • Responsible for reviewing grant deliverables and vouchers for payment before disbursements are made;
  • Oversee grant closeout procedures, including disposition plans, as applicable.
Procurement Management
  • Oversee solicitation bids and quotes 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
  • 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 procurement file system in DAI’s system
Reporting
  • Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required;
  • Participate in workplanning and activity planning to prepare for grants, activities, and procurements in support of activities;
  • Monitor and track grant and procurement activities, including deliverables and milestones
Audit
  • Ensure complete backup documentation for all grants and procurement is maintained in DAI systems, including DAI’s grants and procurement system (TAMIS), and hard copy files;
  • Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance;
  • Manage the closeout and audit of every grant activity to ensure the timeliness of the process and the completeness of grants-related documentation;
  • Assist and collaborate in external or internal audits as necessary
Qualifications
  • Bachelor’s degree in Business Administration or related field
  • 3 – 5 years work experience and progressive responsibility in grants and procurement at the mid-level of an organization
  • Experience leading and managing procurement and acquisition aspects of USAID funded projects, including demonstrated understanding of USG FAR and USAID AIDAR regulations
  • Experience leading and managing grants aspects of USAID funded projects, including demonstrated understanding of ADS regulations
  • Accuracy in working with large amounts of data and ability to manage and prioritize workloads
  • Ability to respond effectively to the time sensitive inquiries
  • Experience with Microsoft office suite
  • Demonstrated problem solving skills and exceptional customer relations (internally and externally)
  • Demonstrated knowledge of internal controls
  • An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, high ethical standards, and strong operational focus
  • Fluency in English is required
Additional information on scopes of work, required qualifications, and to apply, please visit the website listed under each position. Candidates will be required to upload their CVs and cover letters to the online application form. Only candidates who are shortlisted for interview will be contacted.
No email inquiries please.
The deadline for applications is 29 January 2016
To apply for this job please visit the following URL: https://dai-suppliers.formstack.com/forms/field_gpo
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