Спеціаліст/ка з питань субпідряду / Subcontracts Specialist

Chemonics International Inc., an international development consulting firm, seeks a Ukrainian professional to fill-in the following long-term position within the USAID Justice for All (J4A) Activity in Kyiv, Ukraine:

 Subcontracts Specialist

 Duties and Responsibilities:

The Sub-Contracts Specialist is responsible for providing support to intensive subcontracting efforts and contribute to implementation of operational and programmatic activities within the USAID Justice for All (J4A) Activity’s office. In particular:

• Provide management of all assigned subcontracts, and as well as direct procurement of goods and services and construction activities in compliance with the J4A contract, Chemonics policies and procedures, and USAID regulations.
• In coordination with the Task managers prepare and update the local subcontracts pipeline in line with expected project results and outcomes.
• Advise on appropriate procurement mechanisms for funding specific program activities.
• Establish and/or maintain a tracking system for Subcontracts;
• Ensure the proper preparation and timely execution of requests for proposals (RFPs) and requests for quotations (RFQs). Support program staff to draft solicitations that will achieve the intended outcome for the project.
• Manage the solicitation process for subcontracts, including overseeing selection committees, ensuring compliance with regulations and procedures. 
• Analyze applications and proposals and awards to ensure adherence to project subcontracts management policies and procedures and USAID rules and regulations.
• Conduct evaluation of proposals, selection of subcontractors, subcontract awards, ensure monitoring of subcontractors’ performance, including monitoring of subcontract deliverable payments; invoicing and services/goods delivery.
• Review subcontractor’s budgets for allowability, allocability, reasonableness, and consistency, and negotiate budgets, as well as terms and conditions of subcontract execution.
• Ensure proper negotiation of final terms and conditions for subcontracts. Ensure best value negotiations for all subcontracts.
• Handling all post-solicitation activities, including maintenance of all appropriate documentation.
• Liaise with subcontractors to ensure quality of services and goods procured.
• Ensure effective communication between project staff, local partner organizations and subcontractors to ensure that they are provided with suitable technical advice and assistance to complete their deliverables.
• Establish, maintain, update, and revise the subcontractor database and files; ensure proper documentation and completeness. Manage filing system of all subcontracts, documents in project office by ensuring that appropriate documentation is included in each file.
• Support and monitor direct procurement activities in coordination with procurement and finance teams; ensure accuracy and completeness of the Subcontracts Tracker and other tracking and projection tools.
• Provide regular and timely updates to the Chief of Party on all regional activities, provide annual and monthly spending and budget forecast to Operations manager and Finance director.
• Perform other duties as assigned. 

Job Qualifications:

• University degree, preferable in business administration, finance, or related field.
• At least three years of relevant working experience in subcontracts and/or procurement is required. Other relevant experience may be considered.
• Previous professional experience with international donor programs, particularly USAID strongly preferred.
• Demonstrated ability to work productively within a team.
• Excellent administrative, organizational and multi-tasking skills, ability to meet deadlines.
• Excellent interpersonal and communications skills, with demonstrated ability to communicate effectively in a cross-cultural environment.
• Strong computer skills including knowledge of MS Office 365, Microsoft Excel, Word, and Office applications.
• Outstanding attention to detail and analytical skills.
• Ability to effectively communicate verbally and in written form in Ukrainian and English. Outstanding written and spoken English are desired.

Application Instructions: Please send a Cover Letter and CV in English to [email protected] by October 1 2023,  indicating position title in the subject line. Short-listed candidates will be contacted.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.