Pact seeks a Grants/Contracts and Procurement Assistant for the for the USAID CSM-STAND Sri Lanka Bolstering Civil Society Activity. The project’s overall goal is to assist Sri Lanka in maintaining a vibrant civil society that empowers citizens to advance the democratic values of citizen participation. Activities will link CSOs across communities, districts, and regions to have a voice in local governance and national reform processes. Under the supervision of the Grants and Contracts Manager, the position will support the administration of the grants and contracts management cycle for the program, in addition to the coordination of the procurement cycle, from requisition form to solicitation, selection, contracting actions, negotiation and execution, vendor/contractor supervision, and close-out. The Grants/Contracts and Procurement Assistant is expected to provide grants/contracts and procurement related operational and administrative support for the project, especially related to coordinating the respective cycles, ensuring compliance with Pact, USAID, and Sri Lankan government rules and regulations.
Key Responsibilities
- Assist in collecting and managing solicitations, ensuring the availability and eligibility of partners selected to work with Pact under the project.
- Assist in the grants/contracts management cycle, under the supervision of the Grants and Contracts Manager, and in close coordination with other Pact staff, to ensure compliance with donor and Pact policies and procedures, achievement of intended results.
- Assist in developing a procurement plan for the project and tracking it.
- Provide support focused on compliance, grants and contracts management, and successful implementation of grants and contracts.
- Coordinate requisitions, RFQs, RFPs, and consultant search
- Support conducting the comparative analysis of bids received in response to RFQs/solicitations for the hiring and procuring of goods and services from independent contractors and consultants
- Assist in organizing tender committees and preparing required documentations
- Support in the preparation of contracts with vendors and maintaining contract after award, ensuring that all documents are kept current and complete. Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met.
- Ensure due diligence of the selection proceedings
- Coordinate event organization: support with suppliers’ management and event logistics (e.g., venue, catering, travel, speakers, etc.)
- Prepare purchase orders, contracts, and consultant agreements
- Provide overall scheduling and follow-up with vendors/contractors/consultants
- Check the deliverables, collect and check accounting documentation (supporting documents, invoices, acts of acceptance, etc.), coordinate timely payment
- Update the vendor database, as well as procurement and consultant trackers on a regular basis;
- Ensure accurate filing of all grants, contracts, and procurement related documents;
- Develop and maintain vendors, consultants’ database and ensure that this information is available to all staff. Assist Pact’s personnel with travel arrangements, visas and accommodation
- Performs other duties as assigned
Basic Requirements
- University Degree + minimum two years in a similar position with a program supported by international donors, or a combination of education and relevant work experience
- Basic understanding of grants, contracts, and procurement management cycles
- Basic communication skills (both written and oral) in both English and local language(s)
- Good organizational skills and ability to manage a complex workload and deadlines
- Highly effective administration skills, including computing, word processing, and data management and visualization
Preferred Qualifications
- Experience of working with international technical assistance programs supported by USAID or European donors is a plus
- Time-management and organizational skills, flexibility, excellent interpersonal skill
- Solid knowledge of office maintenance policies and procedures.
- Demonstrated experience working and negotiating services suppliers and vendors
- Self-motivated and highly committed
- Sri Lankan nationals strongly encouraged to apply
Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.
At Pact, we recognize your impact, offer you opportunities and support your total well-being. Our comprehensive benefit offerings may include healthcare, retirement (8.8% to 13% based on service tenure) and savings plans, paid time off, disability and life insurance programs, learning and development opportunities, wellness programs as well as other optional benefit elections .
With the continuing impacts of COVID-19 around the world, we are taking action to protect the health and well-being of our colleagues and maintain the safety of the communities where we operate. Pact seeks an environment free from COVID-19 and prefers all employees to be fully vaccinated for COVID-19. Attestation of vaccination status will be required for employment with Pact. Unvaccinated employees may be subject to additional health and safety requirements to include any federal, state and/or client restrictions.