Grants and Procurement Manager (Grade 12)

SCOPE OF WORK

USAID/SOMALIA PEOPLE-CENTERED GOVERNANCE (PCG) ACTIVITY

Position

Grants and Procurement Manager (Grade 12)

Maximum Level of Effort

Full-time LTTA

Base of Operations

Mogadishu, Somalia

position reports to

Director of Finance and Administration

1. Project Background:

The USAID People-Centered Governance (PCG) Activity is supporting local governments in southern Somalia to improve their effectiveness and legitimacy.  To accomplish this objective, the project implements activities aligned with two mutually interrelated and reinforcing immediate results, IR1) that District Councils (DCs) are fairer and more inclusive and IR2) that DCs improve their performance.  PCG will engage at the Federal, State and local levels and will eventually work in several districts within the three (i.e. Hirshabelle, Jubaland, and Southwest) federal member states (FMS) of Somalia. 

1. Role’s Purpose:

The Grants and Procurement Manager will oversee the administration of grant funds and procurement processes targeted for local organizations working to facilitate community dialogue, citizen-government collaboration around District Development Plans (DDPs), communication, conflict management training, and public-private dialogue to mitigate conflict while simultaneously facilitating safe spaces to grow governance systems. The Grants and Procurement Manager will work closely with the senior project technical staff, the Director of Finance and Administration, the Grants Officer, and the Procurement Officer to design, deliver, and monitor the subaward program and procurements in support of project objectives. He/she will assume the overall responsibility for the management of the program subawards portfolio and contracts/subcontracts in compliance with USAID and DAI rules and directives and USAID guidelines. The individual will proactively coordinate with all staff on planning and implementing grants and procurements through open communication, proactive market research, and price analysis to support the project’s goals.

1. Key Duties and Responsibilities for grants:

• Establish and enforce project systems and procedures to ensure that the Project´s Subaward program is carried out in compliance with DAI and USAID systems, policies, and procedures.
• Develop, refine, and update subaward management tools and resources such as the Project´s Grants manual.
• Provide training and support to project staff to ensure coherent administration and management of the subaward portfolio across project objectives.
• Ensure the provision of adequate support, training, and capacity development for local subawardee organizations to manage subawards.
• Provide guidance and interpretation of policies and procedures for program staff as well as subawardees to ensure adherence to subaward management policies.
• Design and oversee the subaward solicitation and selection process from developing requests for applications (RFA) and/or Annual Program Statement (APS) through award.
• Conduct periodic risk assessments of subawardees to identify and address potential compliance issues.
• Oversee subaward implementation and close-out.
• Analyze and evaluate subaward applications, proposals and awards to ensure adherence to subawards management policies.
• Ensure proper negotiation of the terms and conditions for subawards.
• Review and analyze subaward budgets for allowability, allocability, reasonableness, and consistency.
• Contribute to the Project’s efforts to meet cost share requirements and ensure accurate and timely valuation and documentation.

Key Duties and Responsibilities for procurement:

• Review and approve procurement documentation, including purchase orders, contracts, and vendor agreements, to ensure compliance with DAI and USAID requirements.
• Establish and enforce project systems and procedures to ensure that the Project´s procurement processes is carried out in compliance with DAI and USAID systems, policies, and procedures.
• Manages training, guidance, and direction of the Procurement officer on the planning, implementation, and compliance of procurement policies, procedures, and instructions.
• Coordinates with technical staff to discuss work plan ideas; lead the development of timeline and details required for any activities needing procurement; conduct market search in coordination with technical staff in support of anticipated operations and technical needs.
• Coordinates with staff requesting procurement to prepare specifications and solicitation documents and allow for efficient and effective preparation and competition.
• Monitor and track procurement timelines and deliverables, ensuring timely delivery of goods and services.
• Conducts pre-award responsibility and financial review of potential subcontracts.
• Manages vendor relationships, contacts, and pre-qualifications lists.
• Manages evaluations of bids and application for allowability, allocability, reasonableness, and consistency and oversees the vendor selection process.
• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes.
• Ensure adequate competition is achieved, as per DAI policies and procedures.
• Ensure DAI/USAID and FAR policies, and procedures are followed and enforced.
• Supervise Grants Officer and Procurement Officer to support implementation of the subawards program and procurement operations.
• All other duties as assigned by the Director of Finance and Administration.

• Bachelor’s degree in finance, business administration, law, contract management, or a related field required; an advanced degree preferred.
• 12+ years of relevant experience in the management and administration of procurement and grant portfolios for USAID in roles of progressive responsibility.
• Prior experience working in a procurement and grants management role for USAID funded projects.
• Experience managing similar size grant programs
• 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.
• Experience assessing the responsibility and grant-worthiness of organizations through financial statements, audits, and other documentation presented in a proposal or in support of an award.
• Background in contract administration and compliance preferred.
• Knowledge of USAID Grants Management policies and procedures required.
• Proven capacity to design and deliver a range of training and technical assistance programs to build a full range of capacities for grant management.
• Prior experience working in Somalia.
• Mandatory proficiency in written and spoken Somali and functional proficiency in English.

1. Skills

• Ability to problem-solve difficult issues, and to multitask with ease, adapting to frequently changing priorities.
• Good stakeholder relationship management, negotiation, and conflict resolution skills.
• Strong understanding of budgeting.
• Detail-oriented with excellent communication skills.

1. Reporting

The Grants and Procurement Manager will report to the Director of Finance and Administration.

Interested applicants should apply through the following link: https://fs23.formsite.com/OLJTgx/ngebny1xup/index