DAI Global, LLC шукає Procurement and Subcontracts Lead

 About DAI

 DAI is a global development company with corporate offices in the United States, the United Kingdom, 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 in which 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 seeking highly qualified candidates to occupy full-time Procurement and Subcontracts Lead position in Kyiv or in any other regional project offices in Lviv, Poltava, Odesa, Zhytomyr, Uzhorod, Rivne or Lutsk HOVERLA project office in Ukraine to join USAID Governance and Local Accountability (HOVERLA) Activity’s team. Interested candidates should submit their application through the following portal:

https://fs23.formsite.com/OLJTgx/yhwh62wp54/index

 Applications will be accepted until 24 May 2024. Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

Project Background

DAI Global is implementing the USAID-funded Governance and Local Accountability (HOVERLA) Activity, based in Kyiv, Ukraine. The purpose of HOVERLA Activity is to facilitate the creation of Ukrainian local governance systems and processes that are more self-reliant, accountable to citizens, inclusive and able to provide services. The Activity has three objectives: 

Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective

Objective 2: More self-reliant subnational governance

Objective 3: Citizens play an increasingly influential role in local governance processes

Role purpose

The Procurement and Subcontracts Lead plays an essential role on the Operations Team, providing leadership and expertise in procurement and management of subcontractors throughout the project. This role involves effective communication, resolving issues, and evaluating subcontractor performance, while working closely with various internal departments such as construction, technical, monitoring, evaluation, learning (MEL), communication, and office management. The Lead must ensure the integrity, fairness, and transparency of all procurement and subcontracting activities, while adhering to established policies, procedures, and controls. A key duty is to assist the Director of Operation in acquiring goods and services for operations, technical aspects, and construction projects, as well as supervising and mentoring procurement staff at the officer level. Responsibilities include managing procurement and contracting processes, overseeing solicitations, performing market research, and conducting price, cost, and reasonability analyses to ensure a transparent and efficient process from requisition to delivery, including terms, conditions, payment processing, and addressing emerging challenges. Additional duties as assigned may also be part of the role. This position demands a thorough understanding of the Federal Acquisition Regulations (FAR) and experience in overseeing complex procurement projects.

Location and Reporting

The Procurement and Subcontracts Lead could be based in Kyiv, Ukraine, or in any regional project offices in Lviv, Poltava, Odesa, Zhytomyr, Uzhorod, Rivne or Lutsk, and will report to the Director of Operations.

Responsibilities & Duties:  

Main Responsibilities:

• Lead and manage the procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, purchase orders, IQCs, and task orders.
• Oversee and direct the solicitation of bids and quotes from vendors in adherence to policies, approved requisitions, and procurement plans.
• Conduct price/cost/reasonability analyses and provide guidance to officer-grade procurement staff.
• Perform adequate market research for requested and projected services, goods, and commodities in accordance with the procurement plan and the arising needs of the project.
• Supervise, oversee, and mentor officer-grade procurement officers, ensuring their professional development and adherence to procurement policies and procedures.
• Review and ensure the accuracy of all requisition documentation, cost estimates, and statements of work, etc., against procurement plans and budgets.
• Mentor and train non-procurement staff on the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or determining other technical specifications.
• Monitor subcontract deliverables closely; if amendments or extensions are necessary, ensure systematic actions and communications take place during the active performance period.
• Develop and implement source selection methods for complex procurements, ensuring compliance, cost responsibility, and thorough reference checks.
• Prepare cost evaluation data and source selection documentation, including but not limited to a bid matrix.
• Support the Director of Operations in tracking procurement activities and the delivery status of goods and services with an effective communication mechanism with requestors and clients.
• Through market research efforts, identify, qualify, and maintain potential suppliers (and products/services); ensure beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
• Ensure transparency and consistency in the process from the start to the closeout.
• Coordinate with other subdepartments of operations such as finance, inventory management, as well as technical, Monitoring, Evaluation, and Learning (MEL), Construction, and Communications.

Collaboration:

• Collaborate closely mainly with construction and operations team to ensure seamless and efficient functionality of procurement and subcontracting are in place. Similar level of collaborations requires with other project departments when and if required.
• Ensure the requester is updated on the delivery schedules of goods, and vendors acknowledge receipt immediately. Create checklists to quickly verify and confirm deliveries, to assist the inventory management team to facilitate the transfer of title process with less obstacles.
• Participate in collaborative meetings and discussions with peers, subcontractors, and operations sub-departments to identify opportunities for improving processes and enhancing alignment between procurement, implementers, requesters, and logistics functions.

Interdepartmental Collaboration:

• Work closely with the construction and operations teams to ensure that procurement and subcontracting processes are seamless and efficient.
• Engage with other project departments as needed to maintain the flow and alignment of the procurement process across the board.

Communication and Updates:

• Keep requesters informed about the delivery schedules of goods.
• Ensure that vendors acknowledge receipt of orders, recipients are informed through requestor/coordinator, and act of acceptance is presented w
• Develop checklists to verify and confirm deliveries, which aids the inventory management team in the transfer of title process, reducing obstacles.

Process Improvement:

• Participate in meetings and discussions with peers, subcontractors, and operations sub-departments.
• Identify and seize opportunities to improve processes and enhance alignment between procurement, implementation, requesters, and other functions.
• Periodically review the processes and field operations manual and suggest improvements as necessary.
• Continuously capture and apply lessons learned in procurement and subcontract management.

Policies & Procedures:

• Ensure integrity, fairness, accuracy, and openness in procurement processes.
• Ensure compliance with DAI/USAID and FAR policies and procedures.
• Educate project staff on DAI procurement policies and procedures.
• Conduct regular spot audits of procurement files to ensure completeness, accuracy, and compliance.
• Assist and collaborate in external or internal audits as necessary.
• Maintain an up-to-date list of providers by obtaining and organizing supporting documentation on activities.

Procurement Management Systems:

• Ensure consistent usage of DAI’s operations & procurement systems (TAMIS) in managing procurement and subcontracting processes.
• Oversee and maintain electronic procurement records & files in required DAI’s systems.
• Train and support other DAI staff in the use of procurement systems, as necessary.
• Ensure complete documentation is submitted to the project’s Finance Team for payment.
• Serve as an effective liaison between the program team and the financial team to provide the documentation necessary to issue payments related to the activities.
• Ensure timely delivered process, goods, commodities, and services,
• Flexibility to provide a walkthrough for requisitions to procurement or non-procurement staff to prevent upholds in the process and revision for timely manner deliveries of the requests.
• Establish BPAs and IQCs for recurrence services and maintain the renewal of the existing without gap and maximize value for each amount spent.
• Cost effectiveness and efficiency to maximize the value in all kind of procurements and subcontracts

 Other Duties:

Perform other duties as assigned by the Director of Operation and Chief of Party.

Qualifications:

• Bachelor’s degree with ten years’ experience. A Master’s degree in a relevant field is preferred.
• Ten years of experience with at least 3 years of relevant working with USAID or other international donor-funded projects or NGOs in the field of subcontracts, procurement, vendor management, or related areas.
• Minimum of two years in construction procurement management is a must.
• Well organized, self-directed, analytical ability, good judgment, and strong operational focus.
• Demonstrated ability to build effective relationships with all clients, peers, and stakeholders.
• 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 job training staff.
• Oriented towards multitasking with the ability to respond effectively to time-sensitive demands and inquiries.
• Proficient in using Microsoft Office Suite and other relevant software.
• Fluent in English, including speaking, writing, and verbal communication; proficiency in Ukrainian is required.