Procurement and SAF Specialist

Better Energy Project

Procurement and SAF Specialist

Post Category:  Long-Term Local Support

Responsible To:  DCOP

Location: Primarily located in Belgrade, Serbia

Background

The Serbia Better Energy Activity is a long-term project funded by USAID and implemented by Chemonics International. The Activity deploys a variety of approaches to build the capacity of energy-sector stakeholders in Serbia, including the Ministry of Mining and Energy (MoME) and local governments and strives to promote energy efficiency and improvements in the operations of local energy production (primarily district heating plants) and multi-family residential buildings. Besides providing direct technical and financial support to these beneficiaries, the Activity seeks to develop transparent regulatory frameworks and tariff methodologies and improve legal infrastructure to support these investments. Finally, the Activity seeks to increase the overall financing available for these investments. 

Purpose of Assignment 

The key responsibilities of the Procurement and SAF Specialist include supporting the Better Energy, Finance and Administration Director in procurement and administration tasks. Supporting the solicitation, selection, and negotiation process with all vendors to ensure that all technical and office-related procurements comply with USAID rules and regulations, Chemonics policies and procedures, and local or US government laws, coordinate and prepare documentation for the procurement cycle, including supporting grants team in in-kind grant procurement. 

Key Duties and Responsibilities

Principal tasks under this scope of work include, but are not limited to:   

• Support the project’s procurement efforts, including technical and in-kind grants procurement and procurements related to office administration.
• In coordination with Finance and Operations Director, develop RFQs or RFPs for individual procurements or blanket purchase agreements. 
• Collect proposals/quotations from bidders and potential vendors.
• Lead evaluation committees for competitive procurements (non-voting and voting), ensuring compliance with Chemonics’ and USAID procurement best practices.
• Support the Finance and Operations Director with drafting project procurement documents, including solicitations, bid evaluation reports, selection and negotiation memos, purchase requests, purchase orders, contracts, modifications, delivery documents, etc.
• Submit completed procurement packages and invoices for payment to the finance team in coordination with Finance and Operations Director.
• Maintain clear and concise procurement files that document project compliance with USAID rules and regulations, Chemonics policies and procedures, and local or US government rules that affect the procurement process.
• Understand procurement compliance issues, particularly those contained in FAR, CFR, ADS, and AIDAR regulating procurement under the above-referenced contract. 
• Monitor contracts, purchase orders, and deliverables' deadlines and follow up as necessary to ensure compliance with terms and conditions. 
• Recommending contract modifications when necessary
• Under the micro-purchase threshold: work directly with vendors and service providers to obtain prices and initiate procurements of requested commodities and services.
• Maintain procurement trackers and filing system and upload all procurement documentation to project SharePoint and shared drive.
• Closely cooperate with the technical team and assist with organizing events, conferences, or training, make reservations for lodging and training venues, and arrange transportation services for the participants.
• Providing administrative/logistical support to the technical team members, support in the preparation of travel documentation and expense reports and timesheets, and managing STTAs travel logistics.
• Track the office supplies and refill the stock as needed. 
• Perform any other administrative tasks assigned by the Finance and Operations Director which are consistent with this scope of work and the general requirements of the Better Energy project.
• Reference: Nh8jfU1oZFB4P4aJnaTd9CIPPUQPNyCHK45FoTLLwq4.

Required Skills and Qualifications

The qualifications listed below represent the required knowledge, skills, and abilities to perform the principal duties.

• University degree required.
• Minimum two years of working experience in procurement, preferable with USAID projects.
• Ability to learn new skills and regulations.
• Keen attention to detail.
• Fluency in Serbian and proficiency in English.
• Good knowledge of MS word and excel.
• Strong organizational and time management skills.
• Strong interpersonal skills (e.g., tact, diplomacy, and patience) in the context of dealing with vendors and counterparts.
• Demonstrate initiative and self-motivation in handling all assigned tasks.