Procurement Audit Project Manager / Проєктний (-на) менеджер (-ка) із аудиту закупівель

Procurement Audit Project Manager, LTTA

Project Summary

The Energy Security Project (ESP) is a seven-year project funded by the United States Agency for International Development (USAID) and the largest USAID project in Ukraine so far. The USAID ESP is implemented by a USAID Contractor, Tetra Tech ES, Inc., a California-based leading provider of services in the areas of water, environment, infrastructure, resource management, energy, and international development.

The USAID ESP mission is to enhance Ukraine’s energy security, improve the energy legal and regulatory environment in the country, and increase the resilience of Ukraine’s energy supply. This will help to support the country’s economic development and sustain its democracy. USAID ESP is working closely with the Government of Ukraine (GOU) to develop competitive energy markets. By doing so, USAID ESP will facilitate private sector-led energy investments to provide affordable, reliable, resilient, and secure energy for all Ukrainians. USAID ESP is currently in the fifth year of implementation and will run through June 2025.

* Please note: Only Ukrainian nationals are eligible for this position. *

Position Summary

USAID ESP is currently looking for a Procurement Audit Project Manager who will be responsible for overseeing and managing the entire procurement audit process within the ESP project. This role requires a combination of project management, auditing, and procurement expertise. The Procurement Audit Project Manager is instrumental in ensuring that the organization’s procurement activities are conducted efficiently, ethically, and in compliance with regulations. This role demands a blend of project management expertise, auditing knowledge, and a commitment to improving procurement processes. The Procurement Audit Project Manager is vital to the project financial integrity and the optimization of its procurement function. 

S/he will review the oversight of the full lifecycle of project procurements, starting with technical teams and Ukrainian procurement staff on scopes of work, to request for proposals/application development, through to evaluation, negotiation, requisite USAID approvals and award execution and implementation. S/he will also oversee the overall procurement reporting, budgeting, and forecasting for ESP. S/he will help develop semi-annual procurement plans with the technical teams and oversee the plans development and implementation to align with the project work plan, contract and cost objectives.

This is a long-term full-time position for the period of 1 year with the possibility of extension, based in Kyiv office, with occasional business travels. The Procurement Audit Project Manager will report to the Senior Procurement Director.

Main Responsibilities:

• Plan and execute the procurement audits, review, and assess procurement working process, policies and procedures, examine procurement records, contracts, and documentation;

• Conduct risk assessments related to procurement activities, ensure compliance with procurement laws, regulations, and organizational policies. Identify potential areas of risk, fraud, or non-compliance, and recommend corrective actions;
• Ensure transparency, compliance, and efficiency in the project procurements processes. Identify weaknesses or inefficiencies in procurement processes by identifying areas for improvement, minimize risks, and enhance the overall effectiveness of procurement activities;
• Periodically reviewing procurement contracts, processes, and history with vendors to ensure accuracy, compliance with the terms stipulated in the contract, and improve efficiency;
• Comprehensive review and evaluation of procurement processes, policies, and practices to ensure compliance with Tetra Tech regulations, efficiency, and effectiveness in acquiring goods and services;
• Review internal controls related to procurement activities, identifying weaknesses or gaps in control mechanisms and draft audit reports with recommendation for improvements to strengthen internal controls;
• Collaborate with third party monitors and external auditors if an independent external audit is conducted. Share relevant information and reports to facilitate the audit process;
• Maintain effective communication with procurement staff, vendors, beneficiaries and final recipients of goods, equipment’s, and services;
• Analyze procurement performance metrics, conduct interviews with procurement personnel and stakeholders, generate audit reports with findings, recommendations, and action plans;
• Review procurement records, contracts, purchase orders, and related documentation;
• Analyze procurement processes and transactions for accuracy and compliance. Document audit findings and observations thoroughly;
• Prepare comprehensive audit reports summarizing findings, risks, and recommendations and present audit findings to the management;
• Conducts field audits to verify that procured goods have been delivered as per required technical specifications;
• Conducts ex-post verification to ensure that procured goods have been delivered to the recipient and are being used as per intended use;
• Conducts field audits at manufacturers’ premises to inspect and verify the manufacturing process is as required by technical specifications;
• Carries our verification of the goods at the manufacturers’ premises to ensure fulfillment of technical standards and specifications prior to delivery to the recipient;
• Support the oversight of the project procurements process cycle, from working with technical teams on the development of scopes of work, to working with the Ukrainian procurement team to publish request for proposals/quotations/applications, through to evaluation, negotiation, award, including development of requisite USAID approvals;
• Oversee the overall procurement reporting, budgeting, and forecasting for ESP;
• Assist in developing a project-level procurement plan on a semi-annual basis with the technical teams to align with the project work plan, contract and cost objectives;
• Maintain communication with Tetra Tech’s home office staff on contractual aspects of the project as related to procurements/subcontracts;
• Contribute to the review and management of the procurement process according to Tetra Tech’s procurement workflows, including finalizing procurement packages for home office review/approval;
• Ensure procurement files are properly documented and closed upon completion of an activity;
• Review/approval of invoices from subcontractors. Ensure cost allowability, allocability and reasonableness.
• Meet regularly with teams to discuss procurement needs and develop timelines and implementation plans;
• Other duties as assigned.

Qualifications:

• Bachelor’s degree in relevant field required; Master’s degree preferred;
• Minimum seven years of relevant experience, with minimum two years field experience serving as Procurement Manager, Operations Manager, Internal Auditor, or in similar role/capacity;
• Prior experience with USAID-funded projects is required, including familiarity with USAID rules and regulations related to procurements;
• Experience supervising staff is preferred;
• Excellent organizational skills to meet deadlines, strong communications skills – both oral and written, detail-oriented, ability to work independently;
• Fluency in English required and working knowledge of Ukrainian or Russian is a plus;
• Ability to handle a high volume of large complex tasks.

To apply: Please follow the link Procurement Audit Project Manager – Ukraine – Tetra Tech Careers (selectminds.com), сlick apply for job, complete registration and fill in the application form.

There is no deadline associated with this position, USAID ESP may fill the position when a qualified person is found.  Only candidates who have been selected for an interview will be contacted. 

To find more about USAID Energy Security Project, visit the Project website https://energysecurityua.org, follow us on Facebook https://www.facebook.com/usaidesp/, LinkedIn https://www.linkedin.com/company/energysecurityua/ and Youtube.