Grants & Procurement Officer

The USAID Local Impact Governance Activity (Local Impact) is a five-year activity that is helping Zambia build up a sub-national system of governance for devolved service delivery more responsive to citizen needs. The activity is engaging national and sub-national authorities to expand the capabilities of district-level governance bodies to deliver sustainable development outcomes, increase effective citizen and private-sector involvement in development planning and monitoring, and improve public financial management and domestic revenue generation. The activity has the following three objectives:
Objective 1: Citizens improve their collective skills to effectively assess service-delivery needs and performance and constructively engage with government.
Objective 2: The sub-national governance system becomes more responsive to citizen needs, generates, and accountably expends revenue, and improves service-delivery outcomes.
Objective 3: The program generates learning and facilitates problem solving that supports the development of an effective, financially viable sub-national governance system for devolved services, capable of being scaled up throughout Zambia. The Program seeks to recruit for the following positions:
Position: Grants & Procurement Officer
Location: Lusaka, Zambia
Type: Long Term Technical Assistance
Contract Name: USAID Local Impact Governance Activity
Period of Performance: On/around January 15, 2021 – November 1, 2025
The Grants & Procurement Officer will be responsible for supporting the Procurement Manager and the Grants Manager with the administration of procurement and grants activities.
Main Duties and Responsibilities
supports procurement activities as directed by the Procurement Manager;
Ensures DAI/USAID and FAR policies, and procedures are followed and enforced;
Uses efficiently, accurately and effectively DAI’s procurement system in TAMIS;
Adheres strictly to the policies and procedures detailed in Local Impact’s Field Operations Manual;
Monitors, tracks and expedites all project procurement activities and delivery status of goods/service;
Solicits bids and quotes from vendors and through market research efforts, identifies and qualifies potential suppliers (and products/services);
Ensures that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies;
Conducts price/cost/reasonability analyses and Maintains local procurement lists and schedules;
Inspects goods or verifies services, confirms delivery and receipt of goods, and monitors the use and disposition of goods;
Prepares complete backup documentation for procurement purchases;
Acts as a member of the procurement selection committees and ensure that the committee works collaboratively to make final recommendations and selections;
Guides other project staff in the use of DAI procurement systems, as necessary and assists staff in the preparation of clear SOWs/procurement specifications;
Provides accurate information for inventory management.
Supports grants activities as directed by the Grants Manager;
Reviews grantee proposals, applications, and budgets for cost reasonableness and adherence to grant management strategy and policies;
Assists in the training of local grantees in compliance with USAID assistance regulations, and DAI grant policies and procedures;
Drafts submissions to Requests for Applications (RFAs), or other solicited and unsolicited proposals, as outlined in the Activity’s Grants Manual;
Helps facilitate Grant Selection Committees, in compliance with the required evaluation process.
Establishes and maintains accurate grant documentation;
Assists the Grants Manager with grant implementation from execution and signing of the award;
Monitoring of and documenting grantee activities, administrative actions, as necessary, and final reports;
Reviews grant deliverables and vouchers for payment before disbursements are made and facilitates the timely processing of grants;
Assists the Grants Manager with grant closeout procedures;
Provides administrative assistance in grants management processes;
Submits progress and status reports as required and works compliantly with the Grants Manual, and effectively and thoroughly uses the TAMIS system for grants and procurement.
Other duties
Provides leave of absence cover for staff as required
Escalates any issues to his/her supervisor immediately
Prepared to travel to project provincial offices as required
Performs any other duties as assigned
Place of Performance and Reporting
The position will be based in the Local Impact Activity’s main office in Lusaka, Zambia and will have 80% report to the Procurement Manager, with 20% secondary reporting to the Grants Manager.
There may be some travel to provincial offices
Minimum Qualifications and Specifications
Bachelor’s degree in Supply Chain Management, or in a related field or equivalent (Advanced CIPS);
5+ years of relevant experience in procurement and grants administration;
Demonstrated knowledge of USAID Procurement operations and Grant administration practices. Must also have extensive work experience in logistics or supply chain management tasks;
Demonstrated knowledge of US Government contracting instruments (e.g. contracts, cooperative agreements, etc.);
Minimum 2 years’ experience working in a relevant role for USAID funded projects;
Knowledge of applicable grants and procurement-related USG & Federal Acquisition Regulation (FAR) regulations;
Knowledge of USAID’s donor policies and procedures related to procurement and inventory management;
Ability to respond effectively to time sensitive demands & inquiries;
Demonstrated exceptional customer relations (both internally & externally);
Excellent organizational skills with a willingness to take initiative and be proactive;
Ability to work on multiple concurrent procurements;
An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image;
Fluency in English is required.

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