Regional Procurement Administrator, Mongolia At International Republican Institute

Job Summary:

Every employee of IRI is responsible for carrying out the Mission of IRI and demonstrating the Core Values in their day-to-day operations. The Core Values, which are IRI’s foundational building blocks include:

Excellence: We believe in quality results delivered by investing in people. Freedom: We believe in exploration and experimentation to be agile and responsive. Respect: We believe in trust, empathy and empowering people. Teamwork: We believe in diversity, inclusion and the power of global collaboration. Transparency: We believe in open communication and clear decision-making. Accountability: We believe in personal responsibility as the foundation of success.

The field-based Procurement Administrator is primarily responsible for providing support to IRI field teams throughout the Asia-Pacific as they implement the open tender process for soliciting vendor goods and services, contracting experts, and assessing compliance with donor rules and regulations. The position will be based in Ulaanbaatar, Mongolia, to meet the needs of IRI staff working in Asia-Pacific time zones. Field teams include Taiwan, South Korea, Mongolia, Pacific Islands, Timor-Leste, Thailand, Indonesia, Malaysia, Burma, Maldives, Sri Lanka, Bangladesh, Nepal, and Pakistan. The administrator will lead the contracting/subawarding process from pre-award to closeout—reviewing the documentation submitted by the partner organizations to ensure policies are met, appropriate forms are completed and accurately submitted into Jamis. The position will report to the Senior Operations Manager (SOM), based in Washington, DC.

Primary Functions & Responsibilities:

• Provide technical guidance and support to field teams for all third-party contracts and subawards, as well as competitive bidding processes.
• Provide technical support for field teams as they draft solicitation request forms and submit to the DC Procurement team for review, including the assembly of requests for proposals, requests for quotes, invitations for bids, and requests for applications.
• In coordination with teams, monitor the collection of proposal materials from prospective vendors and confirm that all required documentation from subgrantees is submitted.
• Provide technical guidance to field teams on scoring and processing competitive bids.
• Review and enter requests and requisitions into JAMIS.
• Provide technical support to field teams as they negotiate contracts with vendors and subaward agreements with partners as necessary for project implementation.
• Collaborate with field teams to draft and process micro-purchase contracts.
• Conduct check-ins with teams to anticipate procurement needs for all projects.
• Participate in regularly scheduled division check-ins with the DC procurement team.
• In coordination with field teams, serve as technical support in coordination with the DC Procurement team to subgrant partners in the field as needs arise.
• In coordination with field teams, monitor subgrantees’ compliance with grant policies and procedures.
• Review the financial report/milestones from subgrantees in preparation for submission to the DC Procurement team.
• Maintain awareness of workplans, performance management and strategic communications for subgrants.
• Assist with training subrecipients and contractors on terms of agreement and reporting.
• Stay apprised of any changes in procurement and accounting policies issued by the DC Procurement team and share relevant information with program staff. Provide program staff with relevant information on subaward and contracting mechanisms available to them.
• Provide timely action on requests from Asia-Pacific teams and the DC Procurement team.
• Perform other duties as assigned.

Position Requirements:

• Undergraduate degree in accounting, finance, business administration, or another relevant field. Equivalent professional experience may be substituted for educational experience.
• Three to five years of professional experience in contracts, grants administration, and/or accounting.
• Familiarity with contracting and procurement guidelines for projects funded by the U.S. government.
• Prior experience working on development projects or for non-profits or international organizations.
• Strong organizational skills and attention to detail.
• Ability to multitask and work well under pressure. Able to meet deadlines and prioritize effectively.
• Excellent interpersonal skills and a collaborative, team-oriented approach.
• Effective oral and written communication skills.
• Willingness to learn software, systems, and processes and to take the initiative to understand, create, and refine best practices.
• Excellent verbal and written communication skills in English.
• Knowledge of electronic systems (such as JAMIS, Cost Point, Cognos, Quicken, QuickBooks, Concur or similar financial systems) preferred.
• Understanding of contractual laws and practices in the region preferred.

**Salary commensurate with experience and qualifications.