Procurement Manager for USAID DOBRE Program/Менеджер із закупівель в програму USAID DOBRE

Global Communities is seeking a qualified and experienced Procurement Manager for USAID-funded Decentralization Offering Better Results and Efficiency (DOBRE) project. This project is strengthening local governments in newly consolidated communities to effectively manage resources and services that respond to community priorities and improve citizen engagement and oversight in local governance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The will support the planning and implementation of both program and operations-related procurement, establish and implement procurement tracking and management systems, oversee and build the capacity of local national procurement staff, and ensure that procurement functions are efficient, compliant with internal policies and donor regulations, and well-coordinated and integrated with other teams within the DOBRE Program. DOBRE will provide many in-kind awards to local partners and the Procurement Manager will need to coordinate closely with senior Program staff to ensure smooth procurement for this technical programming.

SPECIFIC RESPONSIBILITIES:

• Lead in the design, development. implementation, and maintenance of contextualized procurement, purchasing, logistics and distribution operating procedures in order to attain operational excellence;
• In liaison with other operations departments and programs in procurement & logistics execution, he/she will establish & coordinate an overall, synchronized projects’ supplies annual procurement plan, thereby minimizing ad-hoc procurements, and aiding projects to better manage planned procurements and expenditures;
• Confer with relevant technical experts to confirm that specifications are accurate and complete, samples provided where necessary, and deliverables are complete and correct in accordance with contract terms, and fit-for-function;
• Coordinate sourcing strategies and develop a thorough and a full open process with a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base;
• Negotiate supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time for the organization;
• Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents;
• Generate and disseminate complete, accurate and relevant procurement reports as requested on user friendly, standardized templates to support project management decision making;
• Coordinate with the DFA and HR & Ops Director for office assets, coordinating their purchasing based on assessed needs, systematic tagging, insurance (and related claims processes), annual documented physical verification and disposal at close out per project specific disposal provisions;
• Facilitate procurement audits and internal compliance reviews;
• Work closely with the Finance team to ensure execution of payment terms outlined in the purchase orders and contracts. S/he will be responsible for follow through on all procurement & acquisition contractual obligations. In coordination with activity managers, s/he reviews and approves invoices prior to forwarding them to finance for payment processing, resolves any problems that arise, performs post contract evaluations ensuring accuracy and integrity of data;
• Work with relevant team members to ensure adequate documentation is secured in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing;
• Maintain flexibility to take on added responsibility as and when needed, as per their supervisor’s request.

KNOWLEDGE, SKILLS, AND ABILITIES

• Advanced knowledge of non-profit accounting practices, including USAID regulations and multi-currency accounting. Advanced knowledge of accounting software. Knowledge of budgets. Familiarity with USAID rules and regulations.
• Excellent critical thinking skills and sound judgment. Proven willingness to make timely and sound decisions based on accurate judgment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills as necessary to work effectively with persons on all levels both inside and outside the agency.
• Ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
• Ability to work effectively in a team environment.
• Ability to perform and complete a variety of complex and detail-oriented duties in a deadline driven, fast paced environment.
• Proven ability to effectively use databases spreadsheet, word processing, and position-specific software.
• Willing and able to travel to field offices as needed.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Bachelor’s degree in business administration, business management, supply chain and logistics management, contract management and procurement, or similar field. A Master’s degree and/or professional qualification in procurement, operations, or logistics management is preferred;
• Minimum of five years’ experience managing logistics and procurement;
• Minimum of one-year supervisory experience;
• Working knowledge of international funding agencies procurement procedures, and strong knowledge of USAID rules and regulations;
• Familiarity with commodity management tracking systems;
• Spoken and written fluency in English, Ukrainian and Russian.

Candidates are asked to send CVs and Cover Letters to [email protected] by COB August 27, 2021 indicating position title in the subject line.

Qualified candidates are asked to apply as soon as possible.