Procurement and Grants Specialist/Chemonics International
Moldova Future Technologies Activity
Funded by USAID and Sweden
Procurement and Grants Specialist
01. PROJECT OVERVIEW
The Future Technologies Activity (FTA) continues USAID’s and the Government of Sweden’s legacy of sector competitiveness programming in Moldova, building on lessons learned and adaptions, relationships, and local partner trust achieved by previous programs over the past 15 years. Building on previous successes in facilitating the development of diverse local partners, FTA uses global market systems framework to continue to build capacity for sustainable, systemic progress while applying best practices to new partners and sectors. FTA co-creates systemic interventions with Moldovan partners to transform selected sectors by applying new technologies, promoting innovation, and integrating with global markets. FTA works in the following sectors: light manufacturing, information and communication technology (ICT), precision engineering, creative industries, and digital media.
02. POSITION DESCRIPTION
The Procurement and Grants Specialist will support both the procurement and grants teams with executing their activities in accordance with FTA, Chemonics, USAID, and USG policies. The Specialist will facilitate procurement competition, justify supplier selection, issue contracts for goods and services, and prepare payments for review. The Specialist will also provide administrative support related to grants, including completing due diligence on applicants, preparing grant award documentation, and supporting with in-kind procurements under grants.
03. PRINCIPAL DUTIES AND RESPONSIBILITIES
Procurement (~60% of workload)
- Following FTA procurement guidelines and templates, prepare requests for proposals and quotations for distribution to vendors, and complete market research to inform price reasonableness analysis for micro-procurements.
- Coordinate closely with the technical team to process Procurement Action Requests (PARs) and develop complete specifications for goods and services required for procurement.
- Form selection committees and facilitate review of proposals and quotations.
- Draft price reasonableness memos, selection memos, absence of competition justifications, and negotiation memos for all procurements.
- Issue purchase orders, task orders, and subcontracts for selected vendors.
- Communicate with offerors and vendors regarding procurements, order status, and any questions in line with Chemonics’ best practices, and flag any issues for attention of Senior Procurement Manager and Program Services Director.
- Ensures supplier and procurement process compliance with FTA, Chemonics, and U.S. government requirements, including checking all suppliers in the System for Award Management.
- Monitor timely delivery of goods and services, prepare acts of acceptance, collect deliverables, and issue contract modifications when required.
- Compile payment packages for routine project expenses and technical activities for the review of the Senior Procurement Manager in a timely manner and in compliance with all procurement and financial requirements.
- Maintains procurement trackers and files for assigned procurements, and support Senior Procurement Manager with developing monthly budget projections based on assigned procurements.
- Collaborate closely with procurement team to provide support to the technical team’s activities and initiatives.
Grants (~40% of workload)
- Conducts administrative processes related to grantee evaluation and onboarding, including: conducting reference checks, completing pre-award risk assessments, completing Environmental Review Checklists, etc.
- Supports with maintaining a tracking system for current grantees and pending grant applicants, including ensuring that grant and application files are complete.
- Draft notes from Selection Committee meetings and summary forms, as well as collect Selection Committee evaluations and Conflict of Interest forms.
- Support with preparation of grant award and annex documentation.
- Support with reviewing supplier selection justifications under standard grants and with reviewing budgeted costs and maintaining the common cost database for fixed amount awards.
- Support the Senior Procurement Manager with facilitating procurements under in-kind grant awards.
- Establishes and maintains a tracking system for preparation of Requests for Applications (RFAs) and other solicitations, evaluation of grant proposals, grantee selection, grant awards, monitoring of grantee performance, and grants deliverable payments
- Support the grants team to compile grant payment packages with all deliverables and back-up and submit to the Senior Procurement Manager for review.
- Ensure adherence to Project grant management policies and procedures and Chemonics guidelines, as well as USAID rules and regulations.
- Gradually take on independent management of grants, including drafting memorandums of negotiation, grant awards, and overseeing grantee budgets, performance, and deliverables, as well as undertaking site visits to grantees.
- Minimum of 3 years of experience in grants and/or procurement experience, preferably on USAID or other donor-funded projects in a similar position in terms of the job tasks and responsibilities outlined above
- University degree required
- Strong analytical and problem-solving skills, as well as attention to detail and high-level of organization
- Demonstrated experience working effectively with fellow colleagues, vendors, grantees, beneficiaries, and other counterparts
- Fluency in Romanian and proficiency in English required (position will require extensive use of written English)
- Experienced user of Microsoft Office suite and Office 365
- Demonstrated leadership, versatility, and integrity
05. APPLICATION INSTRUCTIONS
Please send an email with your CV attached and “Procurement and Grants Specialist” in the subject line to email@example.com by March 2, 2023. No telephone inquiries, please. Applications will be reviewed on a rolling basis. Chemonics will contact finalists.
Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.
Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data. You may access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/.
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