Senior Grants and Procurement Officer

Scope of Work (SoW)

USAID BIODIVERSITY (Jal Jangal)

Senior Grants and Procurement Officer

USAID Biodiversity (Jal Jangal) will conserve nature, enhance human well-being, and safeguard Nepal’s biodiversity to improve the health of ecosystems, fight environmental crime, and improve the ability of communities to prepare for and adapt to impacts caused by climate change and natural disasters. The activity will achieve measurable conservation targets within the biodiversity-rich, terrestrial, and freshwater ecosystems in and around the Chitwan-Annapurna Landscape, Kailash Sacred Landscape, Terai Arc Landscape, and the proposed Karnali Conservation Landscape while increasing resilience to climate change and contributing to the inclusive and sustainable development of the Nepali people. To accomplish this, USAID Biodiversity (Jal Jangal) will implement activities aligned with three mutually interrelated and reinforcing objectives: improve the health of ecosystems (Objective 1), strengthen environmental crime control and natural resource safeguards (Objective 2), and enhance the climate resilience of natural and human ecosystems (Objective 3).

1.     Objectives of the assignment 

The Senior Grants and Procurement Officer is responsible for managing a portfolio of USAID Biodiversity (Jal Jangal) grants and subcontracts in collaboration with the Grants and Procurement Manager, Chief of Party (COP), Deputy Chief of Party (DCOP), Director of Operations (DOO), and other members of the technical team and the grants team. The Senior Grants and Procurement Officer will support the effective design, implementation, and close-out of grants and subcontracts, managing activities through the entire grant and subcontract life cycle. Duties may include but are not limited to issuing grants and proposal solicitations, reviewing, and designing the grant documents in close coordination with the technical team, award, implementation, compliance, payments, strengthening grantee capacity, and managing the subcontracts to perform as per the agreed scope of work. 

2.     Tasks & Responsibilities

Grants Management

• Coordinate with the Grants and Procurement Manager to identify potential technical areas and geographies that merit support through Grants.
• Draft Requests for Applications (RFAs) and other solicited and unsolicited proposals, as outlined in USAID Biodiversity Grants Under Contracts Manual
• Facilitate the review and evaluation of grant applications and budgets to ensure cost reasonableness in compliance with USAID Biodiversity Grants Under Contracts Manual, referenced USAID regulations and policies, as well as DAI policies and procedures, systems, and internal controls. 
• Facilitate the timely processing of the grants activities as directed by the Grants and Procurement Manager and provide administrative assistance in grants management processes.
• Facilitate proper negotiation of the terms and conditions for grants.
• Support Grants and Procurement Manager on drafting grant approval requests for USAID.
• Generate and review all aspects of grant agreements with grantees, including scheduling and facilitating meetings to define roles, responsibilities, and timeliness for grantees.
• Support the technical team to review the technical milestones submitted by the grantee.
• Provide guidance on policies and procedures for USAID Biodiversity (Jal Jangal) staffs as well as grantees to ensure adherence to grant management policies.
• Serve as the USAID Biodiversity (Jal Jangal) focal point for grantees. Share information with grantees ensuring cohesion and supporting collaborative engagement. Attending meetings and events hosted by partners. Provide updates to and collaborate with USAID Biodiversity (Jal Jangal) staff on grant monitoring. 
• Support in the development of in-kind grant packages including technical documents and monitor and track procurement activities for in-kind grants and delivery status of goods/services. 
• Maintain complete backup documentation grantees and sub-contractors is submitted to the activity’s Finance Team.
• Ensure compliance with contract terms and conditions in accordance with the DAI contract, Grants Under Contracts Manual, and applicable Nepali law.
• Assist in compliance training for local grantees on USAID assistance regulations and DAI grant policies and procedures.
• Support the facilitation of Grant Selection Committees in compliance with the required evaluation process.
• Maintain accurate grant documentation and facilitate the timely processing of grants.
• Assist Grants and Procurement Manager with grant implementation from execution and signing of the award, monitoring of and documenting grantee activities, administrative actions, as necessary, and final reports.
• Perform regular spot audits of grant files to ensure completeness, accuracy, and compliance.
• With the grantee and USAID Biodiversity (Jal Jangal) team, solve issues that arise during grant implementation.
• Maintain 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.
• Review grant deliverables and vouchers for payment prior to disbursement
• Assist the Grants and Procurement Manager with grant closeout procedures.
• Submit progress and status reports as required.

Subcontracts Management

• Ensure compliance with all regulations, policies, and procedures embodied in the Field Operations manual and applicable Nepali Law.
• 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.
• Document the entire process of selection of subcontractors. including the technical memo for
• selection and complete the subcontract/Purchase Order agreement as per the format. 
• Support the procurement process for subcontracts, including technical memos for
• the selection of the vendors, and maintain all infrastructure management documents in
• TAMIS. 
• Issue and ensure required approvals and coordinate the signing of all subcontracts. 
• Assist the Grants and Procurement Manager in the modification process based on the need and coordinate with HO/USAID to process the modification. 
• Provide advice to USAID Biodiversity (Jal Jangal) Team on subcontract process and requirements.
• Conduct periodic audits of subcontractor files (physical, digital, and TAMIS).
• Support the closing process.

General Responsibilities

• Reports to the Grants and Procurement Manager and work closely with the technical team on grants and sub- contracts information, progress, data, etc. for USAID reporting.
• Require adherence to DAI's high ethical standards and ensure high compliance, contributing to a positive work environment.
• Travels frequently to landscape offices to oversee grant and subcontract activities and compliance. Provide feedback to activity staff to improve management.
• Assists and collaborate in external or internal audits as necessary.
• Other duties as assigned by the supervisor.

3.     Qualifications  

• Bachelor’s degree required, degree in business or related field preferred.
• Grants and Sub-Contract management experience, preferably with an international donor-funded organization. For a candidate with a master’s 6 years of professional work experience is required, for a candidate with a bachelor’s 10 years of relevant technical experience is required. (Subtract one year of relevant experience—5 years with a master’s degree or 9 years with a Bachelor’s degree—for persons of excluded groups)
•  Demonstrated understanding and experience working with grantees and subcontractors and grants and subcontractor procedures.
• Familiarity with USAID rules and regulations is strongly preferred.
• 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 

Application link

https://fs23.formsite.com/OLJTgx/yap7mtjyx5/index

Application instructions:

Please select the position for which you are interested in applying for, 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 February 16, 2024. 

Women and persons from excluded groups are encouraged to apply.

Consistent with DAI’s commitment to attracting and retaining staff from all races, ethnicities, castes and backgrounds, DAI may adjust eligibility requirements to allow for applicants from excluded groups.  In these cases, the Scope of Work and vacancy announcement will clearly indicate the minimum requirements according to the Country Compensation Plan as well as the revised minimum requirements for applicants representing an excluded group. DAI promotes workforce diversity and in Nepal, DAI considers excluded groups to be women, Dalits, indigenous ethnic minority groups, Madhesi, Muslim, persons with disabilities, people living in remote areas, and sexual and gender minorities.