Асистент/ка відділу закупівель / Procurement Assistant

DAI is seeking highly qualified candidates to occupy full-time Finance Coordinator position to work on the recently awarded Promoting Integrity in the Public Sector Activity (Pro-Integrity), a $90 million, multiyear contract funded by USAID.

PROJECT BACKGROUND

The USAID Promoting Integrity in the Public Sector Activity (Pro-Integrity) will concentrate on addressing three narrow development challenges within its manageable interest and influence to overcome corruption risks at the national institutional level, local government level, and related to Ukraine’s recovery and reconstruction. Specifically, these include:

· Anti-Corruption Institutional Challenges: Nascent anti-corruption institutions facing depleted human resources and budget austerity during wartime face challenges guaranteeing adequate corruption prevention, deterrence, and the inevitability of punishment for corruption offenses.

· Weak Anti-Corruption Controls in Local Government: Weak anti-corruption compliance and control measures in local communities, depleted human resources, and humanitarian emergencies during wartime challenge adequate corruption prevention, deterrence, and the inevitability of punishment for corruption offenses at the local level.

· Recovery and Reconstruction Corruption Risks: Unresolved corruption risks due to the lack of internal control, non-transparent procedure, and weak civil oversight over key reconstruction processes, including infrastructure restoration, asset management, and environmental recovery, create risks for transparent and accountable reconstruction and recovery.

The Pro-Integrity Activity will pursue a problem-driven approach addressing the root causes through targeted objectives aligned with the mission and U.S. government strategy.

POSITION DESCRIPTION

The Procurement Assistant is a support position that will have the primary responsibility of assisting with all project procurement tasks and functions and report directly to the Procurement Manager. The

Procurement Assistant will work as part of the procurement team. S/he will help to ensure compliance with USAID policies and procedures, contractual limitations and requirements, and any other procurement policies, procedures, controls, and reporting systems established by the project’s Field Operations Manual (FOM) and general DAI policies and procedures.

KEY DUTIES & RESPONSIBILITIES

· Implements and supports procurement activities initiated by the field offices under the supervision and direction of the Procurement Manager or designee.

· Supports the project’s procurement efforts, including technical procurements and procurements related to office administration by assisting with Procurement Requests, quotation solicitation, and Purchase Records.

· Supports the Procurement team with drafting project procurement documents including solicitations, negotiation memos, consents to subcontract, and waivers.

· Regularly updates and maintains the procurement trackers.

· Ensures provision of all documents necessary for payment requests submission and submits completed procurement packages for payment to finance team in coordination with Procurement Manager or designee.

· Maintains clear and concise procurement files that document project compliance with USAID/FCDO rules and regulations, and DAI Global policies and procedures that guide the procurement process.

· Monitors and tracks agreements and purchase records issued to vendors and follow-up as necessary to ensure compliance with terms and conditions. Provide regular status reports to applicable staff.

· Manages activities, deliverables and invoices of vendors ensuring that all are against approved work orders and that only completed and reconciled activities are invoiced. 

· Monitors and tracks incoming delivery and collect incoming delivery documentation from vendors. Coordinates as needed with logistics company and with the local import/export authorities to get project commodities in and out of the country in coordination with Operations team.

· Travels as required to assist with logistics and distribution of commodities.

· Under the supervision of the Procurement Manager or designee, to conduct market research, in coordination with other project team members as appropriate, to identify potentially qualified vendors/suppliers for planned procurement activities.

· Upload all required and relevant procurement documentation and records to the project’s TAMIS and SharePoint files, ensuring appropriate and timely organization and completeness of project records and relevant approvals in TAMIS.

· Under the supervision of Procurement Manager or designee to support preparation of documentation to support all relevant internal and external approvals as required by USAID/FCDO,

DAI, and contract requirements, and ensure that all approvals are appropriately documented in DAI’s procurement systems.

· Contribute to the preparation and issuance of subcontracts, purchase orders, and task orders, and any subsequent amendments or modifications, as appropriate, and coordinate with vendors/suppliers to ensure they understand the terms, conditions, and roles and responsibilities of their work with the project.

· Contribute to tracking and monitoring deliverable and payment schedules to ensure the timeliness and quality of deliverables, payments, and cashflow requests; elevate issues to the Procurement Manager, when appropriate.

· Conduct regular reviews of procurement related documentation to ensure accuracy, completeness, and compliance.

· Other duties as assigned by the Procurement Manager, Operations Director or Chief of Party.

QUALIFICATIONS

· A bachelor’s degree in a relevant field of study, such as accounting, finance, business administration, project management, or another related field.

· A Minimum of two year of experience in working in procurement of commodities and services or office administration for a USAID/FCDO or other donor-funded projects preferred, ideally with experience in Ukraine is required

· Demonstrated proficiency in the use of Microsoft Office applications, including Word and Excel.

· Totally self-reliant and disciplined to follow through on assigned duties with minimal supervision

· Excellent time management

· Demonstrated versatility, and integrity.

· Ability to effectively manage multiple concurrent tasks and competing priorities, excellent organizational skills, and attention to detail.

· Strong interpersonal communication and collaborative teamworking skills. 

· Fluency in Ukrainian with excellent oral and written communications skills required; professional proficiency reading, writing, and speaking English preferred.

All DAI project staff are additionally expected to share and demonstrate DAI’s four core values:

APPLICATION INSTRUCTIONS 

Qualified individuals with disabilities are encouraged to apply.

Please submit your Cover Letter and CV to [email protected]

Only shortlisted candidates will be contacted. Please include “Procurement Assistant: your name and surname” in the subject line. Interviews will be conducted on a rolling basis.

EQUAL EMPLOYMENT OPPORTUNITY

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.

DAI and its employees are committed to confronting discrimination in all forms, nurturing respect for our interpersonal relationships, and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries where we live and work. DAI is committed to attracting and retaining the best employees from all races, ethnicities, and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment, as well as other ethical breaches. All our positions are, therefore, subject to stringent vetting and reference checks.

DAI ORGANIZATION AND VALUES

DAI is a global development company with corporate offices in the United States, the United Kingdom, the EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries where we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are

committed to the prevention of sexual exploitation, abuse, and harassment, as well as other ethical breaches. All of our positions are, therefore, subject to stringent vetting and reference checks.

DAI is an equal opportunity/affirmative action employer with a commitment to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.