Procurement and Grants Specialist

Job description

Management Sciences for Health (MSH) is seeking a Procurement and Grands Specialist for a potential one-year Health System strengthening project in Ukraine, funded by the US Government. This position is subject to project award and funding. The Procurement and Grands Specialist will be responsible for all aspects of the procurement and grants processes on behalf of the MSH project in Ukraine, in compliance with MSH procurement Policies and Procedures. Procurement and Grands Specialist reports directly to the Finance and Operations Director. MAIN DUTIES AND RESPONSIBILITIES Procurement Sources, select, and negotiate for the best purchase packages available in terms of quality, price, terms, delivery and service. Evaluate performance of all vendors to ensure utilization of only high quality and/or compliant vendors. Work closely with finance, program, and operations teams to align purchasing with the project budget and goals. Maintain updated purchasing data and records in QBO, the MSH SharePoint system, keep procurement trackers up to date Monitor the delivery of all procured goods. Prepare and process purchase orders in accordance with MSH policies and procedures, including timely receipt of all tax exemptions. Conduct due diligence and prepare Fed Checks for all vendors. Maintain the record of all verifications in the procurement files. Prepare all necessary documentation and follow up payment requests for goods and services in a timely manner in accordance with existing MSH policies and guidelines Grants Management Manage day-to-day grants process, including application intake, award, finance /program reporting, and close out, in a timely manner. Conduct regular monitoring of subgrantee deliverables and ensure timely payments upon satisfactory completion of deliverables. Conduct due diligence and ensure compliant grant making. Provide data reporting and analysis for internal and external audiences Ensure all documentation required is available by maintaining high standard information management/filing systems Work in partnership with Finance and Operations Director to improve and innovate processes and policies. Compliance Implement and ensure compliance to the MSH Procurement Policy, Procurement Manual and established Procurement Procedures Oversee the implementation and monitoring of all Procurement and Grants processes to ensure compliance to procedures and timely delivery of goods and services Ensure awareness of procurement/grant management resources among staff. Work with the Finance and Operations Director to prepare various reports as needed by the leadership team Logistics of events and business trips Coordinate work with Event and Travel agencies to support logistics for Project events and trips (national and international). Perform other duties as may be assigned by the supervisor. QUALIFICATIONS REQUIRED EDUCATION Bachelor’s or Marter's degree in related field REQUIRED EXPERIENCE At least 3-5 years of work experience in procurement and grant management, ideally for donor-funded project. ​ KNOWLEDGE AND SKILLS Strong knowledge of Standard Operating Procedures in procurement and grants management Excellent communication and negotiation skills Planning and scheduling skills Perfect organizational skills Ability to work under pressure Demonstrated ability to interact professionally with a culturally diverse staff, clients, and consultants Strong numerical skills. Attention to details Skilled in Microsoft suite of tools and platforms A good command of English and Ukrainian language (oral and written). COMPETENCIES Highly motivated, resourceful, and results driven. Ability to gather and analyze information to support data drive decision making. Strong interpersonal and communication skills. Client focus, managing and measuring work, information sharing, priority setting, and problem solving MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations. Know Your Rights - Workplace Discrimination is Illegal (English) Know Your Rights - Workplace Discrimination is Illegal (Spanish)