Contracts & Procurement Manager
Global Communities
Total years of experience :17 years, 7 Months
• Implement strategic procurement including sourcing strategy, vendor selection and Evaluation, quality management, performance measurement.
• Ensure full compliance of procurement activities with Global communities Procurement Manual, Financial Rules and Regulations, USAID Regulations, if and when required. Ensure that the reporting and auditing Requirements are observed and followed. Ensure effective use of internal Standard Operating Procedures in procurement, control of the workflows, continuous business Processes monitoring and elaboration of improvements in the systems and Processes.
• Establish a solid internal control system which ensures that manual Purchase orders (POs) are duly prepared and dispatched. Establish Long Term Agreement (LTA) for commonly required services
• Review Request for Quotations (RFQs), Purchase Requisition (PR) And Quotation Analysis (receipt of quotations, bids or proposals, their Evaluation, negotiation of certain conditions of contracts in full compliance with USAID Rules and regulations
• Ensure effective use of the procurement processes monitoring system and Mechanisms to eliminate deficiencies in procurement; elaboration (whenever Necessary) of changes on the procurement processes monitoring system and Mechanisms for the purpose of their enhancement.
• Review and verify all purchase orders for goods, contracts for services and works. Regularly update Vendor Information Sheets (VIS), elaborate supplier selection and Evaluation, quality and performance measurement mechanisms
• Provide monthly reports, and prepare monthly, quarterly, annually procurement plans and progress reports as required.
• Planning, developing and managing all procurement and contractual aspects of projects related to procurement of diverse services and communities (works, goods, services etc.).
B. Oversight and Administration of subawards and contracts
• Administer the full cycle of awards management activities from pre-award assessments, monitoring/compliance visits and close-out procedures.
• Award and administer sub-contract(s) and consultant agreements necessary to support the Associate Award program objectives.
• Ensure proper negotiation of the terms and conditions and the documentation for sub-awards and contracts, including awards to government bodies.
• Review budget and work plans estimates for allow ability, reasonableness and consistency.
• Oversee closeout of subawards, and provide oversight to staff for closeout of subawards including assisting subrecipients with preparation of final inventories and property disposition.
• Conducts organizational assessment of contracts and grants requirements and presents findings/recommendations to the Senior Leadership Team.
• Supervises and conducts performance evaluations of Contracts and Grants staff.
Provides leadership and guidance to staff on implementation of new contracts and grants.
• Assist with any other duties as required.
• Become familiar with the USAID CEP programs through a thorough review of program materials and information and orientation with key staff.
• Manage grant documentation system, including paper/electronic files and grant report tracking sheet.
• Enhance templates for subgrant award documents under USAID CEP programs including but not limited to a standard long-form grant, simplified grant, fixed obligation grant, in-kind grant, financial support grant.
• Monitor donor regulations and policies for changes affecting USAID CEP subgrant programs and disseminate timely guidance and revisions to manuals and templates.
• Contribute to USAID CEP’s subgrants management capacity including provision of input to manuals, guidance, policies, procedures and training particularly as it relates to USAID CEP programs.
• Coordinate final closeout subgrant agreements under USAID CEP programs.
• Ensure compliance of USAID CEP subgrant programs with USAID CEP subgrant management systems.
• Monitor the contracts and grants management operations to ensure the high quality of contracts and grants administration and compliance with legal and donor requirements across programs.
• Provide policy guidance and interpretation for all staff including consortium partners on granting and contracting issues
• Ensure that records for awards and contracts are fully up- to-date and maintained and that regular reports are provided to the required people / headquarters office.
• Assist in development of Grants and contracts manual that is updated regularly and accurately represents the procedures carried out by USAID CEP program.
• Participate in budgeting, planning, and reporting under the Lead Award program.
• Provide technical assistance to grant and contract management staff in the field and at the main office for compliance issues and problem resolution.
• Ensure compliance with USAID CEP’s and USAID donor policies and procedures.
• Conducts organizational assessment of contracts and grants requirements and presents findings/recommendations to the Senior Leadership Team.
• Administer the full cycle of awards management activities from pre-award assessments, monitoring/compliance visits and close-out procedures.
• Award and administer sub-contract(s) and consultant agreements necessary to support the Associate Award program objectives.
• Ensure proper negotiation of the terms and conditions and the documentation for sub-awards and contracts, including awards to government bodies.
• Review budget and work plans estimates for allow ability, reasonableness and consistency.
• Oversee closeout of subawards, and provide oversight to staff for closeout of subawards including assisting subrecipients with preparation of final inventories and property disposition.
• Conducts organizational assessment of contracts and grants requirements and presents findings/recommendations to the Senior Leadership Team.
• Supervises and conducts performance evaluations of Contracts and Grants staff.
• Manage ACED Program Grants & Commodities activities including large Program development Grants.
• Work with the team leaders to monitor grant activities, achievements and deliverables, ensuring sound technical management of grants.
• Assist Team Leaders to solicit and assess concept papers and applications for new grants
• Perform periodic audits on grantees to check their compliance with USAID grants and commodities regulations. Work with Team Leaders to draft RFAs for Program Development Grants.
• Track overall grant funds dispersed and expenditures
• Monitor grants activities against the grants manual.
• Train new and existing grantees on USAID and ACED Program grants regulations and procedures.
• Review, file and approve all invoices, receipts and other financial documents provided by the grantees or the commodities recipients.
• Supervise, guide and approve all the procurement done for the grantees in collaboration with the ACED Program Operations Manager