Procurement and Grants Assistant

Job Description

Project: USAID Green Annamites Project
Position: Procurement and Grants Assistant (Full Time)
Duty station: Da Nang
Starting time: April 2018

The USAID Green Annamites Project, implemented by ECODIT, is recruiting for a Procurement and Grants Assistant, to perform small grant and subcontract administration, procurement and logistics support.

The USAID-funded Green Annamites activity is implemented in Quang Nam and Thua Thien Hue provinces in central Vietnam. The purpose of the Green Annamites activity is to assist Vietnam’s transition to climate-smart, low emission, and resilient development that protects people, landscapes, and biodiversity in Vietnam’s priority forested provinces.

A large portion of activities are implemented through subcontracts, grants and consultants under an Activity Fund. The process of selection and management of the subcontractors, grantees and consultants is led by the Activity Fund Manager and Activity Fund Officers. The Procurement and Grants Assistant will join the Activity Fund team and support the different processes of Activity Fund use.

The position is based in Da Nang, Vietnam, with required regular travel to field locations in Quang Nam and Thua Thien Hue provinces.

DUTIES & RESPONSIBILITIES

• Process applications and proposals received by creating trackers and ensuring complete information and filing system is maintained
• Draft agreements, amendments and other contractual documents as assigned by the Activity Fund Manager, in accordance with existing templates and policies
• Provide administration of a portfolio of small grants in accordance with project policies and procedures
• Conduct small procurements for goods and services in accordance with project procedures
• Provide logistics support for events such as workshops and trainings
• Assist with pre-award reviews as assigned, compile all award supporting documentation to submit for USAID’s approval as needed
• Coordinate review and approval of submissions from grantees and subcontractors
• Review and submit invoices and payment requests for approval
• Support the Activity Fund team to ensure that hard copy and electronic records for all awards and associated documents are accurate, complete, up to date and in compliance with USAID regulations and ECODIT standards
• Work closely with the grantees/subcontractors and M&E Specialist to ensure on-time reports submitted as per award requirements
• Perform and support other tasks as requested by the Activity Fund Manager.

REQUIRED QUALIFICATIONS:

• University degree in Business Administration, Finance, Accounting, International Affairs or another relevant field.
• A minimum of two years experience in procurement, grant and contract administration for development projects
• Familiar working with local community at provincial/district/commune levels in Central Vietnam, preferably in Quang Nam and Thua Thien Hue province
• Experience working for NGOs & development organizations in the Central Vietnam, preferably in Quang Nam and Thua Thien Hue province
• Knowledge and experience with accounting procedures and principles desirable
• Skilled in MS office suite of products, and in particular MS Excel
• Good inter-personal, communication, and team work skills.
• Excellent written and verbal communication skills in English and Vietnamese; professional level competency in English required

HOW TO APPLY

Interested candidates should send application including:

• A cover letter
• Latest CV, and
• Three references.

By May 10th , 2018 to the following address: [email protected]

No phone contact please. Only shortlisted candidates will be contacted for interview.