Procurement and Grants Officer

Key Duties & Responsibilities

General:

• Ensure full compliance with DAI and USAID policies and procedures relating to grant development, awards, implementation, monitoring and evaluation.
• Lead the development of procurement documents such as RFQ/RFAs, grant agreements, and subcontracts, as well as the evaluation and selection process.
• Solicit bids and quotes from vendors
• Conduct pre-award audits of possible grantee organizations

Grants:

• Coordinate the full award cycle for grants, including conducting market research, ensuring technical requirements are accurately captured in the solicitation, responding to questions, organizing technical evaluation committee and cost reasonableness reviews, preparing approval documents, ensuring monitoring and evaluation requirements are captured, providing capacity building support to partners in grant administration, and ensuring proper grant closeout.
• Ensure all grant budget estimates meet the standards of allowability, allocability, cost reasonableness, and consistency.
• Supports the evaluation and selection committee process for grantees/potential vendors and participates in the Grants/Procurement selection committee as a non-voting member.
• Supports the Director of Finance and Operations in implementing the grants/procurement monitoring system.

Procurement and Inventory:

• Conduct the procurement process for all commodities according to DAI and USAID regulations
• Help non-procurement staff understand the requirements for submitting requisitions, cost estimates, statements of work, or to determine other technical specifications.
• Maintain procurement file system in DAI’s procurement system (TAMIS), including assets inventory.
• Establish and maintain complete audit-ready records and control systems for all procurement actions.
• Proactively meets with technical staff to discuss work plan ideas; assist with developing timeline and details required for any activities needing procurement;
• Conduct annual inventory audits or whenever a change in senior management occurs and provide annual audit summary reports.
• Maintain the appropriate documentation, copies of receipts and customs declaration for all fixed assets purchased.

Qualifications

• At least three years of professional experience in procurement, subcontracts, and/or grants administration required, preferably with prior USAID experience.
• Bachelor’s Degree or equivalent relevant experience required.
• Excellent working knowledge and experience administering competitive procurements, government contracts, subcontracts, purchase orders and grants with FAR regulations is essential.
• Fluent spoken and written English and Thai skills.
• Computer literate with e-mail, word processing, and spreadsheet experience.
• Demonstrated prior experience in ability to assess and recommend responsible decisions and a commitment to fair and ethical procurement practices.