Grants Procurement Specialist

Serbia Energy Security Activity will deploy a variety of approaches to build the capacity of energy-sector stakeholders in Serbia, most notably the Ministry of Mining and Energy (MoME) and local governments, to develop transparent regulatory frameworks, tariff methodologies, and improvements in the operations of energy companies.

Roles and Responsibilities

• The Grants/Procurement Specialist is expected to ensure rapid and effective implementation of grants and subcontracts in full compliance with Chemonics policies and procedures and adherence to USAID rules, regulations, and standards.   
• S/he will ensure that grantees/subcontractors comply with all regulatory requirements (e.g., ADS, CFR, and OMB) and requirements outlined in the Serbia ESA Grants Manual in a satisfactory and professional manner.
• In cooperation with Serbia ESA staff, s/he will coordinate the financial, accounting, procurement, and administrative procedures for control of funds and expenditures, including appropriate financial reporting and authorizations for subrecipients and contractors.
• Prepare solicitations (RFA, APS, RFPs, etc.), analyze and review applications, proposals, and subaward/contract agreement documents. 
• Work closely with grantees and subcontractors during the budgeting and negotiating process to make sure the budget is reasonable and sufficient for the activity to be funded.
• Chair and serve as a member of the selection committee meetings. S/he also reviews applications, evaluates the cost application for cost realism and cost effectiveness, finalizes subaward/contract documents, manages and monitors the subawards/contracts approvals. Draft selection memos and sole-source justification and negotiation memos; 
• Ensure that suppliers and subcontractors are fully compliant with contract terms and conditions in terms of reports and/or invoices, as well as with USAID regulations and Chemonics’ policies and procedures
• Check deliveries and invoices against purchase order for type, quantity, and condition. 
• Prepare purchase requests and orders, supplier agreements, and contracts for procurements.
• Drafting memos regarding service providers’ and vendors’ performance;
• Ensure proper negotiation of the terms and conditions of grants and subcontracts and review and analyze budget estimates for allocability, allowability, reasonableness, and consistency.
• Perform pre-award determinations of applicant/bidder management and technical capacities to responsibly administer subawards and contracts and advise on how to enhance recipient capabilities as necessary and appropriate.
• In collaboration with the Operations and Finance Director, review how the subrecipients/contractors manage procurement, source, origin, inventory, care, maintenance, and disposition of subaward/contract purchased equipment, and assist in improving their processes as necessary.
• Liaise with other Serbia ESA staff and supervise grantees so they are provided with suitable advice and assistance on management, including finance and administration, as well as on all relevant technical components. 
• Ensure that all files are maintained in conformance with the Chemonics filing system and are up to date and audit-ready at all times.
• Ensure protocols are in place to promote environmental compliance monitoring throughout implementation of grant activities;
• Use Microsoft Teams as needed to carry out tasks and collaborate with other activity staff.
• Participate as directed in collection and analysis of Monitoring and Evaluation (MEL) data. 
• Prepare sections of reports, plans, success stories and similar documents as requested. 
• Comply with Chemonics’ standards of business conduct. 
• Perform other appropriate tasks as requested.
• Reference: FOqdcC4nW0f9JVEGX0vJg_g6tsj2iyTzJOsgev29Il8.

Qualifications

To perform this job successfully, the Employee must be able to perform each essential duty, obligation and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills and/or abilities needed to perform the principal duties.

• Minimum four (4) years experience of managing grants/procurement, preferably with USAID- or other donor-funded projects in a similar position in terms of the job tasks and responsibilities outlined above.
• Bachelors’ or equivalent degree in accounting, finance or economics or other relevant field.
• Proven ability to work professionally, constructively and collaboratively as part of a team, meet deadlines, communicate effectively, and deal with diverse partners in a challenging environment.
• Ability to manage daily activities and achieve expected results without direct oversight.
• Native speaker of Serbian.
• English sufficient for professional purposes and to understand written communications related to the work of the Activity such as emails.
• Experienced user of MS Office 365 applications.
• Demonstrated success working in a multinational, multilingual team under pressure and tight deadlines.