Back EpiC Kazakhstan Procurement & Grants Officer

EpiC Kazakhstan Procurement & Grants Officer

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of Procurement & Grants Officer. The position will be based in Almaty, Kazakhstan.

EpiC Central Asia Project Description:

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. In 2020, FHI 360 through EpiC launched a new multi-year project in Central Asia being implemented in Kazakhstan, Kyrgyzstan and Kazakhstan. Building on the successes to date in the three countries, EpiC is focusing on expanding HIV case finding in the community, and treatment initiation, adherence, and retention support for people living with HIV (PLHIV), with a focus on select key population groups. While EpiC takes a regional approach in the overarching management of the Central Asia project, each country has its own respective targets, priority focus areas and expected deliverables.

Job description:

The Procurement & Grants Officer will have overall responsibility for the procurement and grants management processes of the EpiC project office in Kazakhstan, under the oversight of the EpiC Kazakhstan Finance and Operations Manager. They will work closely with the Programs and Finance teams in all aspects of procurement and grants management to ensure smooth operations and program implementation. The Procurement & Grants Officer will be in routine contact with the subawardees in the target regions, conducting compliance site visits and providing ongoing support for financial and management systems setup and strengthening to develop subawardee capacity. They will ensure that all functions under the EpiC subawardees are conducted in an efficient manner and in compliance with USAID and FHI 360 policies, procedures and regulations. They will collaborate closely with the Programs and Finance team in the procurement of office and programmatic supplies, equipment and other procurement requests. The position requires close collaboration with other operations staff within EpiC and the FHI 360 Kazakh Republic offices to ensure application of FHI 360 and USAID regulations, policies and practices.

Suitably qualified candidates openly living with HIV and/or who are representative of key populations affected by HIV are actively encouraged to apply.

Position Responsibilities

• Monitor subawardee financial and management performance within the region, liaising closely with EpiC technical and program staff monitoring technical performance;

• Conduct regular site visits to subawardees to check compliance, follow-up on special award conditions, and provide capacity building support and coaching;

• Review subawardee documentation including monthly invoices, supporting documentation (timesheets, receipts, etc.) and monthly program reports and submit to EpiC Kazakhstan Finance and Operations Manager;

• Assist in the development of sub-awardee budgets, modifications, and other documentation and provide capacity building technical assistance to subawardee staff;

• Work closely with the Programs and Finance teams to manage the budget for EpiC Kazakhstan and track and monitor subawardee and procurement activities and expenditures to ensure alignment with budget and workplans;

• Lead the procurement process for the EpiC Kazakhstan project office. 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;

• Assist in preparation of agreements, purchase orders (Pos), master service agreements (MSA), etc with selected vendor/consultant.

• 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 Kazakh procurement rules and regulations, including international procurement requirements for importing items (for example, pharmaceuticals and health commodities, HIV self-kits, etc.);

• Coordinate with the Finance Manager for audits and assist in ensuring that the audit recommendations are effectively implemented;

• Performs other relevant duties as assigned by the Finance and Operations Manager.

  Qualifications

  • Bachelor’s degree or its international equivalent in Financial Management, Business Administration, Finance, Accounting or another relevant field;

  • A minimum of five (05) 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 Kazakh public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) in Kazakhstan is highly desirable;

  • Demonstrated knowledge of Kazakh 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 Kazakh financial reporting requirement;

  • Excellent written and oral communication skills;

  • Any Kazakh relevant professional qualifications are an advantage;

  • Fluency in English, Russian and Kazakh is required;

  • Position open to Kazakh nationals or individuals who have the legal authority to work in Kazakhstan.

    Travel Requirements:

    • 5-10% within Kazakhstan

      This job description 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.

      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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