Resilient Communities Activity

Job Description

Regional Procurement and Operations Manager

Project Description:

The USAID Resilient Communities Activity (RCA) builds upon the predecessor program, Central Asia Support for Stable Societies (CASSS) project, to advance local capacity in preventing violent extremist (PVE) activities across Central Asia. RCA works closely with both government and civil society partners in delivering services to the most at-risk communities, expanding engagement opportunities, and addressing existing vulnerabilities. RCA responds to developing trends and adapts strategies through learning to achieve the overall project goal of reducing risks of and increasing resilience to violent extremism (VE) in Kazakhstan, the Kyrgyz Republic, Tajikistan, and Uzbekistan. The five-year RCA Activity will end on September 30, 2027.

The Regional Procurement and Operations Manager will be based in the Almaty Regional Office and will assist the Grants, Finance and Operations Director (GFOD) with the overall program operations in the Kazakhstan and regional offices, to ensure compliance with USAID regulations DAI policies. The Regional Procurement and Operations Manager will report to the Grants, Finance, & Operations Director based in Tashkent, Uzbekistan

Operations

• Manage the day-to-day business operations of the office.
• Work with the IT support staff to ensure the efficient operation of the local area network.
• Ensure that project staff needs for services, office equipment, supplies, and furniture are met (examples: taxi, security, cleaning, office supplies, temporary drivers).
• Communicate with landlord on facilities management, improvement, and repair issues.
• Manage all project property and inventory acquired, leased, or otherwise obtained throughout the asset’s lifecycle: from initial receipt through disposition, or through a completed evaluation and investigation for lost, damaged, destroyed, or stolen property.
• Identify venues and hire local service providers to support workshop activities (i.e., catering, workshop supplies, translation, photocopying, etc.).
• Negotiate rates for service provision to support workshop and conference activities.
• Identify and reserve appropriate hotel accommodation, and if necessary, arrange transportation for training participants, DAI staff, and other DAI consultants to and from the training venue.
• Analyze and reconcile project inventory on a regular basis ensuring that the value/purchase price of projects assets reflected in the inventory register agrees with the total shown in the cumulative non-Expendable account balance.
• Oversee all project operations and logistics, including management of travel, property, and facilities.
• Support regional offices in their operation and monitor those to ensure completeness, accuracy and compliance of operational tasks and documentation.

Procurement

• Oversee all operations and technical procurement, ensuring internal controls and compliance with USAID rules and regulations and DAI policies and procedures.
• Oversee Solicitation documents, bid opening process and procurement evaluation. Prepare and submit Bid Comparison Matrix.
• Develop Purchase Orders/Subcontracts/ BPA and submits to the GFOD / COP for consideration and approval.
• Prepare and submit contracts for signature, including SAM & Unique Entity ID checks for the awarded firm.
• Collects invoices, service delivery receipts / goods delivery receipts.
• Support regional offices in procurement-related tasks.
• Prepare and submit all supporting document for payment and contract closing.
• Upload all procurement related documentation in TAMIS and SharePoint.
• Manage vendor relationships, contacts, and pre-qualification lists.
• Process and maintain all necessary documentation.
• Maintain compliant procurement record keeping, ensuring completeness and compliance as outlined in DAI policies.
• Periodically review regional offices documentation to ensure its hard and e-copies availability, completeness, and compliance.
• Assist project with customs clearance of IT equipment shipped by DAI HO.
• Assist expat staff with customs clearance or shipment of personal household items via shipping companies.
• Assist accountant with receipt of invoices, service delivery receipts or goods delivery receipts from vendors.
• Communicate with office cleaning lady regarding office cleaning, need for cleaning supplies etc.

Other

• Assist the GFOD with trainings and coaching for Grants, Finance and Operations Officers on operations, procurement, and TAMIS system.

Other duties as assigned by the Grants, Finance and Operations Director or Chief of Party that are consistent with the overall focus of the position.

Reporting:

The Employee will report to the Project Grants, Finance and Operations Director.

Supervision Duties: None

Location: Almaty, Kazakhstan

Required Qualifications:

• BA/BS in finance, business administration, public administration, economics, or other relevant field is required. Masters highly desired

• At least three years of experience in procurement and office management with international programs, with progressive responsibility in financial reporting and logistics
• Working knowledge of USAID operations, policies, and procedures, FAR regulations, and DAI operations policies and procedures
• knowledge of the working environment in Central Asia countries is desirable
• Ability to travel both domestically and international/regional
• Excellent communication skills and fluency in English is essential

To apply for position: Please email your CV with the position title specified in the subject line no later than 4 PM Almaty time on May 16, 2024. Only those who send their CVs on indicated email will be considered. Only shortlisted candidates will be contacted.