Grants and Procurement Manager
Details / requirements:
Grants and Procurement Manager
MAXIMUM LEVEL OF EFFORT:
BASE OF OPERATIONS:
POSITION REPORTS TO:
Director of Operations
The USAID/Nepal Karnali Water Activity will create healthy, resilient, and water secure communities at the watershed level through strengthened water and sanitation governance that improves water resource management (including water for more resilient and biodiverse ecosystems), enhances sustainable access to drinking water, improves agriculture water management, and reduces the fecal pathogen burden in the environment from poorly managed non-sewered sanitation through fecal sludge management. The program team will methodically integrate WRM, watershed biodiversity conservation, and water and sanitation service delivery by mapping and strengthening the roles, connections, and capacities of key actors and stakeholders systemwide.
The Grants and Procurement Manager will lead day-to-day oversight of the USAID Karnali Water Activity’s procurement processes and grants fund, ensuring compliance with USAID regulations and best practices. He/she will be responsible for ensuring integrity, fairness, and openness in all project procurement processes as well as adherence to policies, procedures, and controls. The main responsibility for this position is to conduct the procurement of goods and services and oversee the management of sub-awards, including purchase orders and subcontracts. He/she will oversee solicitations and price/cost/reasonability analyses and ensure complete backup documentation is collected prior to submission to Finance Team.
KEY DUTIES AND RESPONSIBILITIES:
- Manage the grants program, as an integral part of the workplan activities to achieve project objectives and results.
- Ensure compliance with approved Grants Under Contract Manual, referenced USAID regulations and policies, DAI policies and procedures, systems, and internal controls.
- Identify and suggest improvements to DAI grants management procedures throughout the project to be more effective and efficient in preventing, detecting, identifying, and correcting noncompliance with applicable rules and regulations.
- Develop and build the capacity of local organizations and grantees to ensure successful implementation and compliance with the grant agreement, as well as to support their sustainable development as an organization.
- Work with Technical Leads to coordinate the identification, solicitation, and selection process of eligible grantees.
- Monitor compliance with contract terms and conditions in accordance with the DAI contract and applicable Nepali law.
- Provide procedures and policy training, guidance, and interpretation for program staff as well as grantees, in consultation with the DAI Contracts Manager as appropriate.
- Analyze and evaluate grant applications and concept papers and serve as the non-voting Chairperson for grant application selection committees.
- Develop and maintain grant budget/funds monitoring tools
- Submit progress and status reports as required
- Ensure proper negotiation of the terms and conditions for grant agreements, ensure the proper type of grant selected, and review and select the correct standard provisions.
- Draft approval request for USAID.
- Provide guidance in the implementation of the activities of the grant, including closure and disposition plans
- Troubleshoot grants management challenges with grantees, technical staff, Director of Operations, COP, and USAID as requested/as needed.
Procurement Management Systems
- Enforce use of DAI’s operations & procurement system (TAMIS)
- Maintain electronic procurement records and files of all required backup documentation in the relevant DAI’s system platforms, including hard copy files.
- Train other project staff in the use of DAI procurement systems, as necessary
General Acquisition & Procurement Responsibilities
- Manage solicitation bids and quotes from vendors in adherence with DAI policies & approved requisitions and quarterly procurement plans
- Collect and review requisition documentation, cost estimates, statements of work and other required information from bidders
- Assist staff in the preparation of clear SOWs/procurement specifications
- Determine source selection methods for procurements and seek guidance from home office when needed
- Serve as a non-voting chairperson on procurement 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
- Ensure pricing information is accurate and aligns with acquisition policies, conduct price/cost/reasonability analyses, and prepare cost evaluation data, and source selection documentation
- Ensure integrity, fairness, and openness in the procurement process as well as adherence to policies, procedures, and controls
- Ensure DAI, USAID, and FAR policies and procedures are followed and enforced
- Identify and qualify potential suppliers (and products/services) through market research efforts
- Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies
- Monitor, track and expedite all project procurement activities and delivery status of goods/services, and communicate with vendors as needed
- Evaluate vendor performance
- Provide accurate information for inventory management
Supervision and Management
- Supervise Grants and Procurement Officer/s and ensure they are in compliance with the Grants Under Contract Manual, are effectively and thoroughly using the TAMIS systems for grants and procurement, that they have the quality control tools to do their jobs, and that they are given routine performance feedback.
- Responsible for providing training, guidance, and direction to project grants and procurement staff on planning, implementation, and compliance of grant and procurement policies, procedures, and instructions.
- Use the FOM to ensure that policies, procedures, and/or practices are being met.
- Responsible for ensuring grants and procurement documentation requirements are met with various departments i.e. technical, grants, and finance.
- Grants and procurement experience, preferably with an international donor organization. For a candidate with a master’s 10 years of professional work experience is required, for a candidate with a bachelor’s 13 years of relevant technical experience is required. (Subtract one year-9 years of relevant experience with a master’s degree or 12 years with a bachelor’s degree for the candidate from excluded groups)
- Knowledge of USG and FAR regulations and procurement and acquisition aspects of USAID-funded projects, preferred.
- Experience in the administration of large, complex USAID-funded grants under contracts, and contracts is required.
- Demonstrated report writing skills in English is required.
- Excellent organizational skills with a willingness to take initiative and be proactive
- Ability to manage multiple concurrent procurements
- Must be well versed and competent in all aspects of contract and procurement management under USAID regulations and guidelines.
- Ability to respond effectively to time sensitive demands & inquiries
- Demonstrated exceptional customer relations (both internally & externally)
- Strong interpersonal skills and written and oral communication skills
- Commitment to values: integrity, responsibility, excellence, and global citizenship;
- Excellent writing, speaking, and reading skills in English.
LEVEL OF EFFORT/SUPERVISION:
The level of effort is 260 days per year. The Grants and Procurement Manager will be based in Kathmandu, with occasionally travel to field sites in the Karnali River Basin. The Grants and Procurement Manager will work under the direct supervision of the Director of Operations.
Please fill out the required information and upload your CV. Only shortlisted applicants will receive notifications on the next steps.
Interested candidates should submit their application no later than April 8, 2023.
DAI promotes workforce diversity and considers excluded groups to include women, Dalits, indigenous ethnic groups, Madhesi, Muslim, persons with disabilities, people living in remote areas, and sexual and gender minorities.