Senior Procurement & Subawards Officer – EpiC 117 views0 applications

FHI 360/ZIMBABWE

POSITION DESCRIPTION

Position Title:                         Senior Procurement & Subawards Officer – EpiC

Location:                                 Harare

Project Summary:

Meeting Targets and Maintaining Epidemic Control (EpiC) is a five-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). EpiC is dedicated to achieving and maintaining HIV epidemic control and the project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment programming. FHI 360 through EpiC is launching a new project in Zimbabwe in focused on ensuring sustainability of the country’s national Voluntary Medical Male Circumcision (VMMC) program.

Position Summary:

The Senior Procurement & Subawards Officer will lead the procurement and management processes of the EpiC project office in Zimbabwe under the oversight of the EpiC Zimbabwe Project Director. S/he will work closely with the Zimbabwe- and HQ-based Programs and Finance teams in all aspects of procurement and grants management to ensure smooth operations and program implementation. The Senior Procurement & Subawards Officer will be in routine contact with the subawardees in the target regions, conducting site visits, developing and negotiating subawards, verifying results and managing procurement of goods and services. S/he will ensure that all functions under the EpiC subawardees are conducted in an efficient manner and in compliance with USAID, Government of Zimbabwe FHI 360 policies, procedures and regulations. S/he will collaborate closely with the Programs and Finance team in the procurement of office and programmatic supplies, equipment and other procurement requests. S/he will coordinate closely with program stakeholders to ensure good and services related to the implementation of the program are procured, delivered and accounted for in alignment with program goals and the overall results based financing design for VMMC in Zimbabwe S/he will supervise the Procurement & Subawards Officer and will work in close collaboration with other operations staff within EpiC and the FHI 360 Zimbabwe offices to ensure application of FHI 360 and USAID regulations, policies and practices.

Duties and Responsibilities

• Oversee management of subawardee financial and management performance within the region, liaising closely with EpiC technical and program staff and national results based financing (RBF) program verification teams to monitoring technical performance;
• Coordinate closely with program stakeholders to support the design of subawards for the program which will be in compliance with USG, FHI 360 and Government of Zimbabwe and technical working group regulations;
• Conduct regular site visits to subawardees to check compliance, follow-up on special award conditions, and provide capacity building support and coaching; Review subawardee in-kind grant documentation including monthly requests, invoices, supporting documentation and monthly program reports, as applicable, and submit to EpiC Zimbabwe and HQ Finance teams;
• Oversee the development and management of sub-awardee awards and provide capacity building technical assistance to subawardee staff, as applicable;
• Work closely with the Programs and Finance teams to manage the budget for EpiC Zimbabwe and track and monitor subawardee and procurement activities and expenditures to ensure alignment with budget and workplans;
• Oversee and guide the procurement process for the EpiC Zimbabwe project team.
• This will include developing requests for quotes (RFQ), requests for proposals (RFP), soliciting vendor quotations, analyzing vendor submissions, and ensure adherence to procurement processes and procedures;
• Work closely with the Procurement & Contracts Officer to develop procurement packages and ensure compliance with FHI 360 and USAID procurement requirements;
• Prepares, maintains, and reviews purchasing files, reports and price lists for the office;
• Checks procurements to ensure orders are filled correctly and goods meet specifications; compares prices, specifications, and delivery dates to determine the best bid among suppliers; maintains documentation of purchase orders and verifies invoices for payment with accounting;
• Monitors deliverables of consultants performing operations or local approval tasks, as required;
• Ensure that procurement processes align with USAID, FHI 360 and Zimbabwe procurement rules and regulations, including international procurement requirements for importing items (for example, pharmaceuticals and health commodities, VMMC kits, etc.);
• Coordinate with the Finance team for audits and assist in ensuring that the audit recommendations are effectively implemented;
• Supervises the Procurement & Subaward Officer;
• Performs other relevant duties as assigned by the EpiC/Zimbabwe Project Director.

Knowledge and Skills

• Demonstrated knowledge of Zimbabwe international procurement and import processes;
• Ability to interpret financial and other quantitative information and reports;
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision;
• Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector;
• Knowledge of Zimbabwe financial reporting requirements;
• Supervisory experience;
• Excellent written and oral communication skills;
• Any Zimbabwean relevant professional qualifications are an advantage.
• Advanced knowledge of donor (USG and non-USG) rules and regulations, various mechanisms of funding and types of award of acquisition (contracts) and assistance (cooperative agreements and grants).
• Strong and solid command of professional theory, techniques, practices and procedures requiring comprehensive knowledge of contracting principles.
• Effective skills in negotiations, sub award management and procurement.Effective oral communication and business/technical writing skills. Independently use technology to perform work.
• Ensure integrity of systems, internal controls and data, including recommending modifications for further strengthening as indicated.
• Analyze highly complex situations (e.g., high risk conditions or business-sensitive issues) and alert leadership to impact on performance.
• Recommend options to overcome the above based on careful and thoughtful evaluation of facts and well-informed interpretation of applicable funder regulations.
• Ensure that subawards are administered according to the highest standards of ethics and compliance.
• Erroneous decisions or recommendations or failure to achieve results may cause the organization to incur additional costs and suffer delays that can have a negative impact on its record of performance.
• Advanced proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint Strong sense of ethics, integrity, credibility, and respect for diversity.
• Ability to communicate effectively with staff and management with diplomacy and firmness.
• Ability to travel to 5-10%, mostly within Zimbabwe

Qualifications and Experience

• Bachelor’s degree or its international equivalent in Financial Management, Business Administration, Finance, Accounting or another relevant field;
• A minimum of five years operations, procurement and/or financial management experience international development assistance programs; Familiarity with or knowledge of USAID-funded projects and grants management policies and procedures;
• Familiarity with Zimbabwe public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) in Zimbabwe is highly desirable;

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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