The Procurement & Sub-Awards Officer will support the procurement and sub-awards management processes of the EpiC project office in Zimbabwe under the oversight of the EpiC Zimbabwe Senior Procurement & Sub-Awards Officer. S/he will work closely with the Zimbabwe- and HQ-based Programs and Finance teams in all aspects of procurement and sub-awards management to ensure smooth operations and program implementation. The Procurement & Sub-Awards Officer will be in routine contact with the subawardees in the target regions, conducting site visits, developing and negotiating awards or procurement terms and conditions, 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 and 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. The position requires 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
Monitor subawardee performance within the region, liaising closely with EpiC technical and program staff and national RBF program verification teams to monitor technical performance.
Conduct regular site visits to subawardees to check compliance and performance, follow-up on special award conditions, and provide capacity building support and coaching.
Review subawardee documentation including monthly requests, invoices, supporting documentation and monthly program reports and submit to EpiC Zimbabwe and HQ Finance teams.
Assist in the development of 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.
Support 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.
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 integrity of systems, internal controls and data, including recommending modifications for further strengthening as indicated.
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.
Ensure that procurement processes align with USAID, FHI 360 and Zimbabwe procurement rules and regulations, including international procurement requirements.
Coordinate with the Finance team for audits and assist in ensuring that the audit recommendations are effectively implemented.
Performs other relevant duties as assigned by the Senior Procurement & Sub-Awards Officer.
Knowledge and Skills
Demonstrated knowledge of Zimbabwe procurement standards.
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.
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.
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.
Qualifications and Experience
Higher National Diploma in Purchasing and Supply, Bachelor’s degree or its equivalent in Financial Management, Business Administration, Finance, Accounting or another relevant field is required;
A minimum of three (03) to five (05) years operations, procurement and/or financial management experience international development assistance programs;
Familiarity with or knowledge of USAID-funded projects and sub-award management policies and procedures;
Familiarity with Zimbabwe public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) in Zimbabwe is highly desirable;
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