Grants and Procurement Specialist

Grants and Procurement Specialist based in Kathmandu

USAID’s Tayar Nepal Improved Disaster Risk Management Project

Scope of Work

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com).

Project Background

USAID’s Tayar Nepal – Improved Disaster Risk Management Project is a five-year project funded by the United States Agency for International Development (USAID) and implemented by DAI Global LLC (DAI) since 2019 to strengthen the capacity of Nepal’s national and municipal institutions responsible for disaster risk reduction, preparedness, and response.  Tayar Nepal implements a two-pronged (Stronger Systems + Safer Settlements) approach that strengthens institutions and capacities at the national and local levels to strengthen Nepal’s resilience to natural & non-natural disasters. USAID’s Tayar Nepal seeks applications for the following position.

Position Overview

The Grants and Procurement Specialist oversees a team comprising Action Fund Managers and Procurement team. The Grants and Procurement Specialist will provide guidance for managing a portfolio of Tayar Action Fund initiatives, overseeing all project procurement processes, ensuring compliance with policies, procedures, and controls, including grants and subcontracts, with a specific emphasis on project closeout. Additionally, S/he will maintain a roster of grants and subcontracts within Tayar's overall activities. In collaboration with the COP, DCOP, and other members of the technical team, the Grants and Procurement Specialist will ensure effective design, implementation, and closeout of all ongoing procurements, grants, and subcontracts, overseeing activities throughout the entire lifecycle. Responsibilities include supervising staff, issuing grant and proposal solicitations, reviewing, awarding, and implementing grants and subcontracts, ensuring compliance and timely payments, enhancing grantee capacity, and managing subcontracts to fulfill agreed-upon scopes of work.

Essential Duties

Grants Management

• Work closely with the technical team in the activity design process including, but not limited to, supporting the development of solicitations, facilitating the process of evaluation of grant applications to ensure adherence to grants management policies, and advising on appropriate grant mechanisms. Work with partners to develop grant budget estimates and review for allowability, allocability, reasonableness, and consistency, as well as compliance with USAID and DAI regulations and policies.
• Lead the administrative and financial capacity of grant applicants.
• Ensure proper negotiation of the terms and conditions for grants.
• Draft approval requests for USAID.
• Generate and review all aspects of grant agreements with grantees, including scheduling and facilitating meetings to define roles, responsibilities, and timelines for grantees.
• Provide guidance on policies and procedures for Tayar staff as well as grantees to ensure adherence to grant management policies.
• Serve as the Tayar focal point for grantees and sub-contractors. Share information with grantees and sub-contractors ensuring cohesion and supporting collaborative engagement. Attending meetings and events hosted by partners. Provide updates to and collaborate with Tayar staff on grant monitoring. 
• Monitor and track procurement activities for in-kind grants and delivery status of goods/services.
• Monitor submission of and review grant deliverables. Coordinate with other members of the team for approval.
• Ensure complete backup documentation for cash payments to grantees and sub-contractors is submitted to the project’s Finance Team.
• Work with grantees and other Tayar staff to ensure that activities are implemented in accordance with activity design.
• With the grantee and Tayar team, solve issues that arise during grant implementation.
• Ensure that all grant activities are properly documented from the start of implementation to grant close-down using DAI operations and grant management systems (TAMIS) etc.
• Perform regular spot audits of grant files to ensure completeness, accuracy, and compliance.

Subcontracts Management

• Ensure compliance with all regulations, policies, and procedures embodied in the Field Operations Manual.
• Coordinate the drafting of the Scope of Work and Request for Proposal.
• Provide orientation sessions to potential subcontractors on RFP, if necessary.
• Coordinate the process of opening and evaluation of proposals.
• Ensure documentation of the entire process of selection of subcontractors.
• Issue and ensure required approvals and coordinate the signing of all subcontracts and their modifications. 
• Provide advice to Tayar Program Team on subcontract process and requirements.
• Conduct periodic audits of subcontractor files (physical, digital, and TAMIS).
• Lead the closing process.

General Responsibilities

• Oversee overall procurement of goods and services and management of sub-awards, including purchase orders and subcontracts and logistics processes of Tayar Nepal as well as adherence to policies, procedures, and controls.
• Responsible for overseeing and ensuring the proper closeout of all ongoing procurements, grants, and subcontracts in accordance with USAID rules and regulations.
• Reports to the Chief of Party and work closely with the technical team on procurement, grants and sub-contracts information, progress, data, etc. for USAID reporting.
• Travels frequently to priority municipalities to oversee grant and subcontract activities and compliance. Provide feedback to project staff to improve management.
• Assists and collaborate in external or internal audits as necessary.
• Other duties as assigned by the supervisor.

Qualifications

• A minimum of 12 years/master’s degree or 14 years/ bachelor’s degree of relevant experience, including at least 6 years of work experience in grants and subcontract management, knowledge of USAID and DAI regulations highly preferred. (For excluded group a minimum of 10 years with a master’s degree or 12 years with a bachelor’s degree)
• Demonstrated understanding and experience working with grantees and subcontractors and grants and subcontractor procedures. 
• 5 years supervisory experience. 
• Ability to professionally communicate across all levels of an organization and the external.
• Skilled in strategic thinking and planning.
• Strong communication skills - both written and oral – in English and Nepali.

Level of Effort, Location, and Reporting

This position is anticipated to be up to November 30, 2024.  The Grants and Procurement Specialist reports to Chief of Party.  The position is based in Kathmandu, with travel to USAID's Tayar Nepal partner municipalities.

Interested applicants should submit an updated CV to TayarRecruitment@dai.com no later than June 21, 2024.

Women, persons with disabilities, and those from marginalized and disadvantaged communities are encouraged to apply.

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.