Вакансія: Senior Procurement & Subcontracts Manager

1. Activity Background:

The USAID Cybersecurity for Critical Infrastructure in Ukraine Activity began in May 2020. USAID Cybersecurity for Critical Infrastructure in Ukraine Activity is a program funded by USAID and implemented by DAI. The overall goal of the Activity is to reduce and potentially eliminate cybersecurity vulnerabilities in CI and to transform Ukraine from a compromised, reactive cybersecurity actor to a proactive cybersecurity leader.

Over the five-year period of performance, the Activity will increase resilience and build capacity to prevent, detect, and respond to cyberattacks against CI in Ukraine. The Activity will accomplish this goal through the pursuit of three strategic objectives (SOs):  

• SO1: Create a safe and trusted environment to accelerate the development of people, processes, and technology in support of cybersecurity across CI sectors and assets in Ukraine.
• SO2: Strengthen Ukraine as a sovereign nation built on a secure, protected, and dynamic economy, supported by a talented pool of human capital.
• SO3: Stimulate demand for and supply of Ukrainian cybersecurity solutions and service providers to empower, equip, and finance cybersecurity entrepreneurs and businesses.
• The Activity is organized into three components. Activity tasks are highly interdependent and mutually reinforcing.

Component 1: Strengthening the cybersecurity enabling environment

This component will strengthen the cybersecurity resilience of Ukraine’s CI sectors by addressing legislative gaps, promoting good governance, enabling collaboration between stakeholders, and supporting cybersecurity institutions. This component will also build the technical capacity of key sectors through increased access to cybersecurity technology and equipment.

Component 2: Developing Ukraine’s cybersecurity workforce

This activity component will address workforce gaps through interventions that develop new cybersecurity talent and build the capacity of existing talent. These interventions will address the entire workforce pipeline, the quality of education received by cybersecurity specialists, and industry training programs to rapidly upskill Ukraine’s workforce to respond to immediate cybersecurity vulnerabilities.

Component 3: Building a resilient cybersecurity industry

A growing cybersecurity industry in Ukraine will contribute directly to national security and prosperity. This component will seek to build trust and collaboration between the public and private sector to develop innovative solutions for future cybersecurity challenges; spur investment and growth in the broader cybersecurity market in Ukraine through greater access to financing, support smaller cybersecurity companies to increase the number of local cybersecurity service providers rapidly; and offer mechanisms for Ukrainian firms to connect with industry partners to enable better access to innovations and business opportunities.

The above components will improve short-term cybersecurity resilience in Ukraine and establish a solid foundation for long-term cybersecurity independence and leadership. Lessons and best practices from key critical infrastructure sectors will extend to all parts of the public sector, as well as to the private sector and civil society. 

2.Role’s Purpose:

The Senior Procurement & Subcontracts Manager Position is an essential to directly achieving the project’s most essential objectives and requires unique and specialized knowledge, skills, credentials, and experience. She/he will be pivotal in ensuring integrity, fairness, and openness in procurement processes and adherence to policies, procedures, and controls. This position’s primary responsibility is to oversee and leadthe procurement of commercial goods and commercial services for the Activity, ensuring the efficiency of the procurement processes and the integrity of the methods. The position supervises and trains procurement staff;  oversees and conducts procurement of subcontracts and other goods and services on time, ensuring successful Activity implementation. Working with programmatic and other operations staff, the Senior Procurement & Subcontracts Manager will ensure that all contract actions comply with US Federal Acquisition Regulations (FAR), Agency for International Development Acquisition Regulations (AIDAR), and DAI policies and procedures.

3. Tasks/responsibilities:

Planning, tracking, reporting

• Establish a Procurement strategy that identifies, prioritizes, evaluates, and manages procurement needs and opportunities.
• Develop a procurement plan reflecting active and upcoming procurement, provide status updates, and regularly present it to senior management.
• Implement the procurement share of the procurement plan reflecting active and upcoming procurement, providing status updates, and presenting to senior management regularly.
• Monitor and track procurement efforts and delivery status of goods/services.
• Preparation of regular financial reports for accruals, projections, and wire requests for different procurements. Ongoing tracking and keeping up to date the data of completed, paid, and due to payments for all procurements.
• Manage and oversee the completion of tasks performed by Procurement staff.
• Maintain primary responsibility for the procurement of restricted commodities in assigned countries.
• Provide coaching and mentoring for staff delegated authority to perform procurement functions.

Audit

• Perform regular audits of all procurement files to ensure completeness, accuracy, and compliance and spot checks of closed and ongoing procurement files.
• As necessary, assist and collaborate in external or internal audits to identify areas of weakness and ensure procurement controls are put in place
• Set standards for compliance with USAID and DAI procurement regulations and standards

Policies & Procedures

• Ensure integrity, fairness, accuracy, and openness in procurement processes.
• Ensure DAI/USAID and FAR policies and procedures are followed and enforced.
• Help activity staff become familiar with and understand DAI procurement policies and procedures.
• Oversee Activity purchasing system, Costpoint, and provide strategic direction on procurement actions, approval workflows, thresholds, and tracking related to Purchase Requests and Purchase Orders.

Procurement Management Systems

• Consistent usage of DAI’s operations & procurement systems (TAMIS) in managing procurement processes
• Maintain electronic procurement records & files in required DAI systems.
• Train other DAI staff in the use of procurement systems as necessary.

General Acquisition & Procurement Responsibilities

• Supervise procurement officer(s), allocating work based on assessment of needs and availability and overseeing and ensuring the quality of the team’s work.
• People management, mentorship, support and supervision of the Procurement team members; ensuring their engagement and evolvement to keep up the project’s overall mission; talent, skill and career development.
• Manage procurement of a wide range of goods, commodities, and services, including complex IT-related goods and licenses, through subcontracts, blanket purchase agreements, and purchase orders in a manner that allows for swift implementation.
• Manage procurement based on ad-hoc requirements from the Government.
• Submission of complete backup documentation for procurements is to the Activity’s Finance Team for payment.
• Oversee solicitation of bids and quotes from vendors in adherence with policies & approved requisitions and procurement plans
• Conduct price/cost/reasonability analyses.
• Review requisition documentation, cost estimates, statements of work, technical acceptability criteria, etc., against procurement plans and budgets.
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, and statements of work or to determine other technical specifications.
• Determine source selection methods for complex procurements to ensure compliance and draft justifications for the selection method.
• Organize and serve as a non-voting chairperson on evaluation committees per DAI policies/procedures and thresholds.
• Assist activity staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.
• Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency; prepare cost evaluation data and source selection documentation.
• Through market research efforts, identify and qualify potential suppliers (and products/services)
• Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
• Work closely with various home office support staff as necessary.

4.Qualifications:

• Must have at Bachelor’s degree and least 8 years of experience working in international business and procurement management,, or equivalent qualifications.
• Experience carrying out large (>$1m) and/or complex procurement actions, including for IT equipment, for USAID-funded projects is required
• Experience in the administration of large, complex contracts is needed.
• Experience working with procurement and expense tracking systems such as TAMIS Pro or similar.
• Well organized, self-directed, analytical ability, good judgment, and strong operational focus.

• Proven ability to maintain a strong network, recognized both internally and externally as a high-level professional in procurement, vendor, and subcontract management.
• Proven experience in mentoring, supervising staff, and on the job training staff.
• Oriented towards multitasking with the ability to respond effectively to time-sensitive demands and inquiries.

• Must be well-versed and competent in contract and procurement management under USAID regulations and guidelines.
• Language requirements are as follows:  Ukrainian – native speaker, English level IV (Fluent) reading, writing, and speaking.

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 in which 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 promotes workforce diversity and encourages persons from excluded groups, including persons with disabilities, to apply.

Position is Kyiv-based, long-term

Contract length: 12-month employment agreement with a possibility of extension.

Benefits: all benefits envisaged by the Labor Code of Ukraine, medical insurance for employees and immediate family members.

Qualified candidates should send their CV and cover letter to [email protected]. by December 19, 2024 6:00pm Kyiv time. Interviews will be conducted on the rolling basis. Only short-listed candidates will receive notice requesting additional information.