Grants/Procurement Specialist ( Three Positions)
Employer AECOM International South Sudan (AISS)-VISTAS
Type Full time
Start date Immediately
Application deadline December 14, 2015
Location South Sudan
AECOM International South Sudan (AISS)-VISTAS is implementing a Conflict Mitigation program funded by USAID. The program is working in six states and is implementing in-kind grants in support of communities affected by destabilizing conflict. VISTAS is seeking applications from interested South Sudanese nationals for the position of a Grants/Procurement Specialists.
Job Title: Grants/Procurement Specialist ( Three Positions)
Duty Station: Malakal, Akobo and Pibor
Advertisement Date: 24th November 2015
Closing Date: 14th December 2015
Report to: Regional Program Manager (RPM)
Start Date: January 2016
The Grants/Procurement Specialist will have regular travel to other field sites throughout the area of operation. He/she will be the focal point in his or her area of operations, and will ensure that grants are implemented in accordance with the specifications defined in the activity development phase. S/he will maintain open and professional relationships with authorities, community groups, NGO’s and other international organizations.
Supporting the Program Specialist in the grant development phase, ensuring that the activities proposed and budgets required are realistic and implementable.
Advising the PS on practical solutions to maximize the smooth implementation of the activity and its cost and time efficiency.
Assisting the grantees in working out a grant implementation schedule and assist in reporting as necessary
Drafting cash advance requests to the Finance Team for liquid funds necessary to implement the activity.
Monitoring and reporting the implementation progress of all small grants
Initiating the grant amendment and/or extension process by submitting the corresponding proposals to the RPM
Ensuring timely and efficient payment of local suppliers and community labor, in coordination with the RPM
Oversight of any cash payments and liquidations to the grantee if appropriate
Tracking of all in-country and external payments against the grant budgets
Supporting the PS and RPM to maintain accurate grant files
Any other task that may be assigned to her/him by the RPM
Coordinating of AECOM South Sudan field procurement activities
Assisting the RPM, PS and if necessary Engineer in the process of hiring any technical expertise and/or organizing any community labor or other in-kind contribution that may be necessary to implement the activity.
In co-ordination with the RPM and other members of the regional teams, analyzing bids for goods and services submitted by local suppliers
Leadingprocurement planning meetings as required
Assistingstaff to create clear and understandable purchase requests and other documentation
Collects quotations and bids from the market for PRs as assigned
Ensure required documentation is completed and filed to AISS standards
Preparation of status reports on deliveries and receipt of supplies
Maintaining thorough procurement files as outlined in the AECOM South Sudan procurement policy
Assists in the management of assets by identifying assets during the course of procurement and notify the Asset and Facilities Officer/Controller on receipts of assets
Ensure cost-effective and timely procurement for the operations and program requirements from the Juba Sub office, and respecting closely all established procedures for AECOM International South Sudan and USAID procurement rules and regulations
Effecting procurement actions upon approved requests and ensuring that all procurement actions follow the proper sequence, including receiving purchase requests, preparation of Purchase Orders and Goods Received Notes and verifying that appropriate authorization and approvals are in place prior to procurement
Ensuring that all grant purchases fall within the approved budget, or take appropriate action with the program staff prior to completing procurement
Maintaining professional communication with all suppliers
Managing delivery of goods and services, including maintaining timelines and preparing and filling proper documentation
Preparing and submitting all necessary documents to the Finance Unit for payment of vendors, including the Operating Cash Request, Invoice, Waybill, and Purchase Order. The delivery of materials and the accuracy of the invoice must be verified by the RPM
Interested candidates who meet the above mentioned conditions should submit their application letter and CV listing three references and a phone number or other contact details to: Human Resources, AECOM International- South Sudan located in Primo House opposite Dr. John Garang International School Juba or e-mail to firstname.lastname@example.org
Note: AECOM International South Sudan is an equal opportunity employer; it does not discriminate on the basis of religion, race or political affiliation.
Only shortlisted candidates will be notified for interview,
Female candidates are highly encouraged to apply.
Bachelor’s Degree in a related field
2 years relevant professional experience
Preferred a minimum of 1 years with USAID funded project management experience, preferably including grant making experience
Skilled in financial management, budgeting, financial reporting, and procurement processes
Proficiency with Word and Excel software
Strong interpersonal skills, ability to work independently and in a team
Strong organization and prioritization skills, and attention to detail
English oral and written fluency (knowledge of Arabic and local language a plus)
- Minimum experience
- Added date
- Apply date