Moldova High Value Agriculture Activity (HVAA) Project is looking for a Acquisitions Coordinator

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EMPLOYMENT OPPORTUNITY

Acquisitions Coordinator

The High Value Agriculture Activity in Moldova

Chemonics International Inc. is seeking a short-term acquisitions coordinator consultant to support the USAID Moldova High Value Agriculture Activity (HVAA) project for a two-month assignment. If later determined to be required by the project, this short-term position may transition to long-term employment, with a fixed-term end date of September 2022. The goal of HVAA is to further stimulate the transformation of the Moldovan high-value agricultural (HVA) sector into an engine of economic growth for the country, leading to improved competitiveness and higher living standards for rural Moldovans in the long term. 

Location of Work: Chisinau, Moldova (Online remote for foreseeable future)

Reports to: Grants and Operations Director

Position Description:

The short-term Acquisitions Coordinator  consultant will be responsible for administering technical acquisitions (procurement of commodities/services and subcontracts) for project activities while working under the direct supervision of the Grants and Operations Director to support the HVAA grants and technical teams. The short-term Acquisitions Coordinator consultant is intended to provide surge support during heavy a grantmaking period and shall work alongside HVAA’s Subcontracts and Procurement Administrator to support project activities.

Principal Duties and Responsibilities (Essential Functions)

Principal tasks under this scope of work include, but are not limited to:  

Subcontracts

  • According to scopes of work drafted by technical team members, draft requests for proposals according to standard Chemonics templates to be reviewed by the Grants and Operations Director;                     
  • As appropriate, assist technical team members with drafting Purchase Action Request Forms;
  • Distribute solicitations by researching potential offerors, developing advertisements, and publishing them with relevant sources;
  • Under the guidance of the technical lead and/or Grants and Operations Director, serve as communications focal point during solicitation process, answering appropriate questions, or compiling and publishing answers to questions;
  • Organize and prepare documentation for evaluation committees, invite members, and provide administrative guidance for the evaluation committee meetings;
  • Collect evaluation summaries and draft technical evaluation summary to be reviewed by the Grants and Operations Director;
  • Under the guidance of the Grants and Operations Director, serve as the liaison during negotiations for subcontracts;
  • Check references and SAM.gov for selected offeror and review financial documents and certifications to ensure compliance;
  • Based on the RFP and in coordination with technical lead, draft fixed-price subcontracts and accompanying documentation to be reviewed by the Grants and Operations Director;
  • Draft negotiation memorandum, incorporating information from the evaluation committee and negotiation process, to be reviewed by the Grants and Operations Director;
  • Under guidance of the Grants and Operations Director, field questions regarding subcontracts and facilitate execution;
  • Maintain electronic and hard-copy filing system for subcontracts, ensuring all documents are in place;
  • Maintain subcontract tracker for deliverables payments and coordinate with technical team members to ensure that deliverables are received in time;
  • Draft modifications and accompanying documentation for subcontracts to be reviewed by the Grants and operations Director;
  • Once deliverables are approved by the technical lead, compile financial package for payments;
  • Ensure subcontracts are appropriately closed;
  • Translate necessary documents in English/Romanian/Russian;
  • Other relevant subcontracting tasks.

Procurement of Commodities/Services (Non-administrative, non-grants)

  • After receiving purchase action request form from technical team or grants team member, draft request for quotations/information in coordination with the technical lead for review by the Grants and Operations Director and/or technical lead;
  • Distribute solicitations by researching potential offerors, developing advertisements, and publishing them with relevant sources;
  • Under the guidance of the technical lead and/or Grants and Operations Director, serve as communications focal point during solicitation process, answering appropriate questions, or compiling and publishing answers to questions;
  • Organize and prepare documentation for evaluation committees, invite members, and provide administrative guidance for the evaluation committee meetings;
  • Collect evaluation summaries and draft initial technical evaluation summary to be reviewed by the Grants and Operations Director;
  • Compile comparative evaluation summary if trade-off approach is not used;
  • Under the guidance of the Grants and Operations Director, serve as the liaison during negotiations;
  • In coordination with technical lead, draft purchase order, vendor contracts, or other relevant procurement contracts;
  • Monitor contracts and purchase orders issued to vendors and follow-up as necessary to ensure compliance with terms and conditions. Provide regular status reports to the Chief of Party, Finance and Accounting Manager, Grants and Operations Director, and technical leads;
  • Contribute to the preparation of requests for approvals and/or waivers;
  • Conduct market pricing analysis and cost verification as needed;
  • Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file;
  • Maintain the project’s inventory and tracking system, including regular updates to the vendor database with the objective of promoting a more transparent and competitive procurement process;
  • Assist the project to provide training to project staff on procurement policies and procedures;
  • Monitor and track incoming shipments, and collect incoming shipment documentation from vendors and donors and compile financial package for payment;
  • Complete and execute provisional loan receipts and maintain inventory for in-kind purchases;
  • Translate necessary documents in English/Romanian/Russian;
  • Other relevant procurement tasks.

Technical Coordination (Secondary and Time Permitting)

The Acquisitions Coordinator shall assist with other technical implementation tasks when the workload permits, as approved by the Grants and Operations Director. These may include but are not limited to:

  • Assist with grants-related activities;
  • Assist with event coordination and planning;
  • Assist with monitoring and evaluation data entry;
  • Carryout administrative procurements;
  • Assist with communications and outreach activities; and
  • Assist with organizing study tours.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Skills and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

  • Understanding of and experience with subcontracting, procurement, and rules and regulations (ADS, AIDAR, FAR, the USAID Commodity Eligibility Listing) strongly preferred;
  • Experience in procurement and/or project operations, preferred;
  • Strong understanding and experience with contractual mechanisms such as purchase orders, subcontracts, negotiation memorandums, selection memos, evaluation committees, etc. strongly preferred;
  • Superior attention to detail, ability to explain complex concepts, and files management;
  • Ability to follow directions while also working independently as needed;
  • Adaptable and willing to learn new skills as needed;
  • Experience in analyzing  budgets and contracts, strongly preferred;
  • Proficiency in Microsoft Excel and Word;
  • Excellent English and Romanian written and oral proficiency. Willingness and ability to work in the English language, with strong English writing skills;
  • Excellent inter-personal communication and mediation skills; team-player;
  • Proven ability to work professionally and constructively as part of team, meet deadlines, communicate effectively, and deal with diverse partners in challenging environments; and
  • Bachelor’s degree in public administration, business administration, law, international relations, communications, and other related fields.

Cover letters and CVs should be sent in English to HVAARecruitment@chemonics.com. Indicate Acquisitions Coordinator in the subject line. The deadline for submission is February 5, 2021. Only those candidates selected for interview will be contacted. Chemonics International, Inc. (www.chemonics.com) is a U.S.-based international consulting firm providing expertise in developing and emerging-market countries since 1975.



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