Subcontracts Specialist / Фахівець/чиня із роботи з субпідрядниками

Chemonics International Inc.

Vacancy

Subcontracts Specialist

Background

USAID Harvest Activity complements Ukraine-U.S. efforts to support Ukraine’s grain and oilseed sector by strengthening the related market system to increase grain and oilseed productivity, restore and expand the sector’s global market share, and restore profitability. To achieve this objective, the Harvest Activity anticipates engaging a range of capable Ukrainian organizations. In connection to the overall goals, Ukraine Harvest has three primary objectives:

Objective 1: Profitable, Climate-Smart, Market-Oriented Production Expanded

Objective 2: Farmers’ Access to Profitable Markets Improved

Objective 3: Market System Efficiency and Inclusiveness Improved

Position Description:

The Subcontracts Specialist supports the management of Harvest Activity’s subcontracting program, ensuring compliance with USAID regulations and Chemonics policies. Reporting to the Senior Subcontracts Manager, this role involves verifying subcontractor eligibility, assisting in the selection and award process, and monitoring subcontract implementation. 

The Subcontracts Specialist coordinates with internal teams and the home office to address issues, maintain documentation, and track subcontractor performance. This position ensures subcontract activities align with the project’s goals, work plan, and MEL plan while contributing to the successful achievement of program objectives. 

Responsibilities:

The Subcontracts Specialist responsibilities include, but are not limited to, the following:  

• Assist the Senior Subcontracts Manager in ensuring subcontractors comply with all applicable regulatory requirements, including ADS, CFR, OMB, and the Harvest subcontracting manual.
• Support the preparation and review of subcontract solicitations, including Requests for Information (RFIs), Requests for Quotations (RFQs), and Requests for Proposals (RFPs).
• Assist in evaluating subcontractor applications for cost realism, cost-effectiveness, and compliance with program objectives.
• Collaborate with high-risk subcontractors to ensure their budgeting and negotiation processes are aligned with project goals and financial feasibility.
• Prepare draft selection memos, sole-source justifications, and negotiation memos to support the subcontract approval process.
• Monitor subcontractor performance to ensure adherence to the terms and conditions of agreements, including timely submission of reports and invoices.
• Assist in reviewing subcontractor deliverables to verify quality, timeliness, and alignment with project requirements.
• Provide guidance to subcontractors on regulatory compliance, financial management, and administrative processes.
• Support subcontractors in implementing procurement procedures that comply with USAID rules and Chemonics policies.
• Collaborate with subcontractors to improve their procurement, inventory, and equipment management processes.
• Assist in conducting pre-award assessments to determine subcontractor capacity and identify areas for process improvement.
• Coordinate and assist in organizing training sessions, workshops, and capacity-building activities for subcontractors.
• Maintain accurate and up-to-date records of subcontractor files to ensure compliance with audit requirements.
• Assist in verifying invoices and deliveries to ensure alignment with purchase orders in terms of type, quantity, and condition.
• Support the Senior Subcontracts Manager in resolving issues related to subcontractor performance, compliance, or financial reporting.
• Monitor and track subcontractor progress to ensure milestones are met according to agreed timelines.
• Assist in drafting agreements, purchase orders, and supplier contracts for procurements under the program.
• Collaborate with the Monitoring, Evaluation, and Learning (MEL) team to assess the impact of subcontracting activities.
• Participate in the collection and analysis of MEL data to provide insights into the effectiveness of subcontractor performance.
• Support environmental compliance monitoring for all subcontractor activities.
• Assist in developing success stories and reports that highlight the impact of subcontracting activities.
• Use project management tools such as Microsoft Teams to collaborate with internal and external stakeholders.
• Work closely with the Collaboration, Learning, and Adapting (CLA) team to align subcontracting activities with project goals.
• Provide administrative and technical support to subcontractors to ensure the successful implementation of their projects.
• Assist in ensuring that subcontractors comply with the financial and operational requirements.
• Assist with grant activities inline with Harvest’s grants under contract policies and procedures as applicable and/or as assigned.
• Other duties and tasks as assigned.

Qualifications

• Undergraduate degree from a four-year program, or equivalent. Advanced degree related to finance, accounting, economics or related field, preferred.
• Record of success and reform results achieved in dynamic, demanding and structured environments.
• Minimum three (3) years of subcontract oversight experience and financial management in a supervisory and/or management capacity preferably on USAID or other donor-funded projects in a similar position in terms of comparable size, scope and complexity outlined above.
• Word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail (Microsoft Outlook).
• Proven ability to work professionally, constructively, and collaboratively as part of team, meet deadlines, communicate effectively, and deal with diverse partners (including high-level government officials, entrepreneurs and international donors) in a fast-paced, results driven environment
• Strong individual initiative and ability to manage daily activities and achieve expected results with or without direct oversight.
• Ability to coordinate with external partners and monitor subcontractors.
• Proficiency level of written and oral communications skills in Ukrainian and English.
• Native speaker of Ukrainian, English sufficient for professional purposes and to understand written communications related to the work.

Job Location

This position is based in Kyiv, Ukraine.

Salary   

Negotiable based on experience and qualifications   

Compensation & Other Benefits   

Per company policy, Chemonics offers a comprehensive and competitive benefits package in line with local labor requirements at a minimum.    

Read Before Applying   

Please submit your CV through this form.  Applications will be reviewed on a rolling basis, so please apply as soon as possible.  

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, or protected veteran status, genetic information, age, membership in an employee organization, or other non-merit factors.