Subcontracts Specialist/ Спеціаліст_ка з субконтрактів

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 Subcontracts Specialist is responsible for providing support to subcontracting and procurement efforts under implementation of programmatic activities within the USAID Justice for All (J4A) Activity. In particular:

• Conduct direct procurement of goods and services and manage subcontracts processes under J4A programmatic activities including construction in compliance with the USAID regulations, Chemonics policies and procedures and J4A contract. 
• Manage the solicitation process for subcontracts and procurements, including advising on appropriate procurement mechanisms, preparing and executing requests for proposals (RFPs) and requests for quotations (RFQs) in coordination with Task managers.     
• Review proposals and awards to ensure adherence to project subcontracts management and procurement policies, procedures, USAID rules and regulations. 
• Oversee subcontracts selection committees, ensuring compliance with regulations and procedures. 
• Conduct evaluation of offerors submitted proposals on required procurements of goods or services and select best offer. Conduct pre-award determination.
• Review subcontractor’s budgets for allowability, allocability, reasonableness, and consistency, and negotiate budgets, as well as terms and conditions of subcontract execution. Ensure best value negotiations for subcontracts.
• Handling all post-solicitation activities, including maintenance and preparation of all appropriate procurements and subcontracts documentation.
• Prepare subcontracts, ensure monitoring of subcontract deliverable payments schedule, and invoicing after approval of deliverables by Tasks managers 
• Liaise with subcontractors to ensure delivery of services and goods. Inspect procured goods delivery.
• Ensure effective communication between Task managers and subcontractors to ensure that they are provided with suitable technical advice and assistance to complete their deliverables. 
• Ensure proper documentation and completeness of procurement and subcontract processes. Manage filing system of subcontracts documentation electronically and partially in hard copies in program office by ensuring that appropriate documentation is included in each file. Maintain the Subcontracts Tracker and Subcontractor database.
• Support programmatic direct procurement activities under in-kind grants in coordination with Grants and Finance teams;
• In coordination with the Task managers prepare and update the local subcontracts/procurements pipeline in line with expected project results. Provide regular and timely updates to the Chief of Party. on all activities and provide monthly budget forecast to Operation team. 
• Perform other duties as assigned by the Chief of Party. 

Job Qualifications:

• University degree, in management, economics, finance or related field. 
• At least two years of relevant working experience in conducting procurement of goods and services and/or managing subcontracts is required. Previous professional experience with international organizations or USAID and other donor funded programs is preferred. 
• Ability to work productively within a team. 
• Excellent organizational skills and ability to meet deadlines. 
• Excellent interpersonal skills, with demonstrated ability to communicate effectively. 
• Very good computer skills including knowledge of MS Office 365, Microsoft Excel, Word, and Office applications. 
• Attention to detail and analytical skills.
• Ability to effectively communicate verbally and in written form in Ukrainian and English. Good written and spoken English.

Application Instructions: Please send a Cover Letter and CV in English to [email protected] by COB October 21, 2024  indicating position title in the subject line. Only 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.