Procurement, Finance & Grants Officer
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Posted date 23rd January, 2023 Last date to apply 12th February, 2023
Country Pakistan Locations Lahore
Category Procurement/Logistics
Type Contractual Position 1
Experience 5 years

Project Background:

DAI is implementing the US Department of State’s Bureau of Democracy, Rights and Labor (DRL)’s funded project “Strengthening Leadership within Union Councils (LUC)”.

LUC is a four-year project (2019-2023) and is working with local governments in Sindh and Punjab to increase the capacity of local councils to fulfill their commitments to providing services to local communities and improve the equitable allocation of local resources.

LUC will work with the Union Councils (Sindh) and Village Panchayat and Neighborhood Councils (Punjab), various government departments, independent commissions, academia, and local civil society organizations and platforms to achieve the following objectives:

Objective 1: Increase the local councils’ capacity to engage in good governance best practices. Following thematic areas are included under this objective:

  • Understanding of good governance, planning and budgeting
  • Support for service delivery, planning, decision making and monitoring
  • Enhanced access to local council services

Objective 2: Increase the leadership skills of council members (officials and elected representatives). Following thematic areas are included under this objective: 

  • Leadership training program for elected and reserved seat councilors
  • Institutional strengthening of Local Government Academies

Objective 3: Provide councils with opportunities to engage under-represented groups (women, youth and minorities). Following thematic areas are included under this objective:

  • Capacity building of youth, women and minority councilors
  • Inclusive engagement of relevant stakeholders in local councils (local CSOs/NGOs, bar associations, press clubs, community leaders, councilors etc)
  • Advocacy capabilities of community activists


Position Summary:

The Procurement, Finance & Grants Officer will support Manager Finance & Operations in ensuring integrity, fairness, and openness in procurement processes, support in financial management as well as adherence to policies, procedures, and controls in the grant management & implementation function

Major Responsibilities:

  Procurement Management (50%):

  • In conjunction & Under Director Supervision of  Manager Finance & Operations plays important role in preparing Request for Expression of Interest (REOIs), Request for Proposals (RFPs), Request for Bidding (RFBs), prepares bidding documents, inviting bids, evaluation of technical and financial bids for goods, works and services including, short listing of contractors, consultancy firms, suppliers, negotiations with the selected contractors, if necessary, and evaluation of performance of consultants regarding procurement matters, corresponding/liaison with the consultant and DAI focal persons on procurement issues
  • Assists Manager Finance & Operations in reviewing of procurement plan and ensuring its compatibility with the approved project schedules and with the standing guidelines & procedures of the DAI.
  • Assists Manager Finance & Operations in reviewing, drafting, and negotiating agreements, terms & conditions, and amendments for the goods, works and Non consulting Services.
  • Assists Manager Finance & Operations in deriving contract lifecycle from drafting through completion of the negotiation process, and/or contract execution. Manages contract change control process and related correspondence.
  • Assist Manager Finance & Operations in drafting, managing, distributing, responding to, or analyzing Request for Bidding (RFBs), Request for Expression of Interest (REOIs), Request for Proposals (RFPs), and Request for Quotations (RFQs) and Terms of References (TORs).
  • Prepares contracts for internal review and approval and ensures compliance with DAIs LUC Project policies as well as applicable laws or regulations.
  • Assists Manager Finance & Operations in interpreting contracts and contractual responsibilities.
  • Assist in procurement process for equipment & consumables, goods and services/works associated with and goods related to project implementation, more generally (office equipment, etc.) and ensuring completion of all documents including preparation of quotations, cost comparison, relevant forms, check vendors compliance.
  • Coordination with vendors for any queries related to quotations.
  • Hold procurement committee meetings and prepare minutes of those meetings.
  • Filing and scanning of complete procurement process and all other admin related documents and records.
  • Keeping record of all vendors contract, BPAs, and tracking of procurement under these BPAs.
  • Will develop and release solicitations, and conduct price/cost/reasonability analyses, as well as perform any other related duties as assigned.

   Grant Management Support (30%):

  • Lead grant pre-award responsibility determinations.
  • Develop and analyse grant budgets for allowability, allocability, reasonableness and consistency for proposed activities in coordination with the proposed local partners.
  • Negotiate, justify, and seek supervisor approval for salary rates for local partner personnel and independent consultant agreements.
  • Draft all agreements for signature by the Program Team Leader and ensure that all associated documentation has been completed by the relevant parties.
  • Ensure that the subsequent grant agreements and associated paperwork accurately reflect approved activities. (Ensure that all grant activities are properly documented in in the grant files from the start of implementation to the grant close-down.)
  • Monitor the financials to ensure that grant expenditures are in accordance with the grant ceilings. Take proactive steps to ensure compliance and prepare activity or purchase order modifications as required.
  • Provide regular updates for staff on grant implementation and plans.
  • Procure goods and services as outlined in grant agreements.
  • Solicit bids and quotes from vendors for items in adherence with program policies.
  • Inspect goods or verify services, confirm delivery and receipt of goods, confirm invoice and payment submission, and monitor the use and disposition of goods.
  • Support the Program Development Manager in grant implementation.
  • Maintain documentation/filing of all grants including grant agreements, grant amendments/addendums, and other grants-related documents till grants close-out and proactively identify errors and/or missing documentation to ensure compliance.
  • Schedule meetings including kickoff meetings to define roles, responsibilities, and timelines for grantees.
  • Maintain inventory for items purchased under each grant.
  • Support the full cycle of grants beginning from solicitation application review, and including pre-award assessments, monitoring/compliance visits and reporting, and close-out procedures.
  • Maintaining and keeping grants tracker always updated, for an updated status of grants spending and position for the program team and Team leader
  • Updating grants data, reports, payments in Grants section on DAI’s Software TAMIS

   Financial Management Support (20%):

  • Preparation of payment vouchers, advance settlements, and reimbursements.
  • Vouchers documentation in terms of accuracy and completeness.
  • Ensuring the accuracy of expenses and project accounting codes are as per the Workplan/budget.
  • Ensures request for payments have appropriate approvals as per Project SOA.
  • Assist in timely processing of payments, advances, and reimbursements.
  • Prepare Bank reconciliation statements of the project.
  • Provide support in audits (external/internal) and/or financial reviews of the project.
  • Keep track of audit documentations.
  • Assist MFO in preparation of weekly projections for the wire request.
  • Manage petty cash transactions and report disbursements weekly to Finance Manager.
  • Other duties as assigned by the supervisor.

Requirements (Education, Experience, Skills, Languages etc.):

Education

  •  Master’s Degree in finance, Business Administration and/or related fields

 Professional experience

  •  Minimum 5 (five) years of professional experience in procurement, Grants, office administration and working in a similar position
  • Demonstrated experience working with in an NGO and/or an International Organization/ National Corporation, local governments institutions, multi-donor agency and/or development partner.
  • The position requires relevant work experience in the procurement record management, procurement check lists, bids evaluation, liaison with vendors and contract management for civil works.
  • Relevant experience working on USAID contract in a related role highly preferred.
  • Strong computer skills (MS Office suite) required.
  • Excellent written and verbal communication skills required.
  • English language fluency required.

 

About DAI

DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

Since 1970, we have worked in more than 150 countries—delivering results across the spectrum of international development contexts, from stable societies and high-growth economies to challenging environments racked by political or military conflict.

Across the globe, we work together with a shared mission of helping people improve their lives. We tackle fundamental problems caused by inefficient markets, ineffective governance, and instability. We combine expertise and innovation across multiple technical sectors to deliver long-lasting results.

We work with a wide range of clients, including national and local governments, bilateral and multilateral donors, private corporations, and philanthropies.

As one of the world’s pre-eminent international development consultancies, DAI has implemented high-impact projects in Pakistan for more than 40 years and is registered as DAI Pakistan (Pvt) Ltd with SECP.

Our ability to innovate and implement solutions to complex problems is a direct result of our commitment to act with integrity in everything we do. DAI employees have worked to achieve profound and positive change in the countries and communities in which we work. DAI brings to Pakistan its global perspective, resources, and expertise, and a locally led team of world class professionals based in Islamabad and other cities.

Our core values are excellence, integrity, responsibility, and global citizenship. These values shape our culture and provide the basis for our success.

DAI is an equal opportunity/affirmative action employer with a commitment to diversity. All qualified applicants will receive consideration for employment without regard to ethnic origin, religion, veteran status, disability status, and gender identity.

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