Вакансія: Facilities and Inventory Management 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 Facilities and Inventory Management Lead position in Kyiv 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 05 August 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 Facilities and Inventory Management Lead will play a crucial role in managing the project’s entire inventory across six major offices. This position will support delivery of high-quality, uninterrupted services with outstanding customer satisfaction. Responsibilities include overseeing inventory procured for local government bodies, as well as for project’s operational needs, coordinating and tracking transferring goods to the recipients, and documenting and tracking tens of thousands of inventory records, for expendable and non-expendable within the project possessed assets and disposed NXP and Expendable properties to project partner entities property. This role is vital in ensuring accurate records and documentation for equipment and other property procured for operational needs as well as for handover/disposition to beneficiaries, in compliance with DAI policies and procedures. Additionally, the Lead will initiate and handle of project’s procurement of services including but not limited to office supplies, transportation, logistics , ,printing, maintenance, and other essential services, managing inventory reports, drive improvements in inventory management systems and practices, initiate procurement for operational needs, oversee HOVERLA registration cards updates , and ensure all procurement activities related to services and operations are properly documented and necessary approvals are in place.

Location and Reporting

The Facilities and Inventory Management Lead will be primarily based in Kyiv, Ukraine, and will travel to other regional project offices in Lviv, Poltava, Odesa, Zhytomyr, Uzhhorod, or Lutsk, as needed. The Facilities and Inventory Management Lead will report to the Director of Operations.

 Responsibilities & Duties:  

 General Responsibilities:

• Overseeing the maintenance of equipment and other project inventory, ensuring everything is in working order. This includes scheduling repairs, conducting routine inspections, and managing preventive maintenance programs.
• Managing contracts with vendors and service providers like cleaning, and other maintenance services- ensuring service contracts are in place.
• Initiating service contracts including but not limited to printing, equipment maintenance, cleaning services, furniture, transportation, office supplies, and lease agreements.
• Providing direction to the admin assistants located at the regional project offices and in the main office in Kyiv,
• Ensuring the project’s business registration and registration cards are up to date, including beneficiaries’ registration.
• Overseeing inventory managements according to DAI policies and local laws of Ukraine.
• Providing support to other operational functions, such as , procurement, subcontracts, IT, and logistics, MEL, construction, grants, and communication.
• Overseeing the facilities lease agreements in Kyiv and regional offices throughout the country. negotiating and processing renewals in a timely manner, .
• Ensuring that all office facilities have access to proper internet, shelter, water, heating, and cooling systems.
• 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 the property transfer documents for disposition, ensuring adherence to DAI policies and procedures and local laws
• Review and ensure the accuracy of all requisition documentation, cost estimates, and statements of work, etc.
• Periodic review of TAMIS and ensure the local process are aligning with the work.
• 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.
• 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.
• Manage the leasing, modifications, renewals of facilities, and equip them according to functional and security requirements.
• Utilize a service management system where customers can easily request services.
• Regularly track the performance of services in line with the BPAs, and report these results to the Operations Director and, when suitable, to customers to foster trust and proactively address any issues.
• Managing Blanket Purchase Agreements (BPAs) efficiently to ensure there’s no interruption in services that includes, planning, initiating, and streamlining the process.
• Other duties as assigned by the Director of Operations.

Collaboration:

• Coordinate with the requestor, designated regional team members, and procurement team to ensure that the checklist, handover documents, and title transfer are completed simultaneously, ideally on the date the goods arrive at the beneficiaries.

Communication and Updates:

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

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.
• Maintain the highest customer service and ethical standards.

Qualifications

• Bachelor’s degree or equivalent academic qualifications, master is preferred.
• Eight years of professional experience, with at least 3 years of relevant working with USAID or other international donor-funded projects or NGOs in the field of service provision, logisticst, vendor management, or related areas.
• Well organized, self-directed, analytical ability, good judgment, and strong operational focus.
• Demonstrated ability to build effective and respectful relationships with all customers, vendors, peers, and stakeholders.
• Proven ability to maintain a strong network, recognized both internally and externally as a high-level professional in the service provision and vendor management.
• Customer and solutions oriented.
• 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.