Project Manager manages a defined procurement portfolio and oversees quality control and compliance with organizational and donor policies and procedures throughout the completion of the project(s) life cycle. Reviews, approves and finalizes procurement actions according to strict deadlines. Monitors progress against work plans and budgets based on donor-approved goals and targets. Coordinates the efforts of team members and external clients in order to facilitate timely headquarters support for efficient program delivery. Collaborates with other staff to provide high quality, timely and forward-thinking support on work plans, budgets, commitment trackers and procurement actions, which are essential for the success and sustainability of the project. Works closely with senior Program, Contracts, Finance and Operations and other staff to efficiently operate and maintain an effective subaward portfolio management system.
Principal duties will include subaward administration and managerial support to ensure full compliance with donor rules and regulations. The Project Manager will perform specialized tasks and provide guidance to other team members as it relates to subawards, from the pre-award to close-out stages. Project Manager reports to the Associate Director, Programs and Contracts. Typical tasks may include, but are not limited to:
- Conduct select subaward negotiations under the guidance of the Associate Director, Programs and Contracts
- Provide technical assistance to project staff on matters of compliance
- Review and approve procurement actions for compliance with organizational policies and procedures and donor regulations up to authorized thresholds
- Provide guidance to project staff on subaward close-outs
- Oversee design and execution of subaward monitoring plans to ensure timely implementation and compliance
- Oversee program-specific burn rate trackers to ensure accuracy and timeliness of reporting
- Manage commitment trackers for the assigned country programs
- Review solicitations including RFPs and RFQs for compliance with policies and procedures, consistency with program needs and templates
- Manage the procurement page of the project website
- Work in partnership with project staff to maintain the accuracy and integrity of records management
- Provide guidance on best practices to field offices as related to procurement, finance and operations
- Provide guidance and monitoring for project staff, ensuring clarity over project plans and priorities and encouraging effective team work
- Coach, mentor, and manage project team to ensure quality, efficiency and compliance with project, organizational and donor standards/policies
- Identifies and resolves issues to ensure strong headquarters support for project activities
- Provide procurement, financial and/or operational backstopping support to country offices in the absence of program officers, as needed
- Manage close out processes for prime awards across various donors including the Bill & Melinda Gates Foundation, Irish Aid, UNICEF, and Government of Madagascar, etc.
- Builds, develops, and grows partnerships vital to the success of the project
Supervision Given/Received:
- May manage procurement activities of, and provide guidance to, other personnel.
- Ability to initiate and implement activities with minimal oversight and supervision, assess priorities, and competently complete a variety of activities with a high level of accuracy and timeliness.
- Reports to Associate Director. Does not have direct reports.
- Seeks guidance and technical assistance from supervisor, experts and /or unit management.
- Works in team environment in mentoring relationship.
- Interacts frequently with supervisor/mentor and/or more experienced team members.
- Manages staff and external project members to achieve goals and vision of project from initiation to completion.
- Coordinates project plans, budgets, training and resources with management to achieve strategic goals. Reports to the Associate Director, Programs and Contracts.
- Intermediate knowledge of donor (Bill & Melinda Gates Foundation, Irish Aid, Government of Madagascar, World Bank, private foundations, etc. (non-USG)) rules and regulations
- Working knowledge of concepts, practices and procedures of procurement management
- Excellent oral and written communication skills
- Strong analytical skills applied to problem-solving
- Ability to influence, motivate, and collaborate with others
- Ability to adapt and resolve complex problems/issues
- Committed to accomplishing high quality work on schedule.
Problem Solving & Impact:
- Works on assignments of moderate to high complexity
- Demonstrates proficient analytical thinking and considers impact of actions
- Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
- Navigates obstacles to deliver work products
- Achieves quality and timeliness goals
- Identifies potential process efficiencies and improvements.
- Errors could result in loss of donor/client confidence and damage relationships.
- Decisions and actions have serious implications with delays in project schedules, operations and may affect overall business activities.
- Problems are complex and require analysis of situations and data with evaluation of various factors.
- Exercises judgment within broadly defined practices and policies to select methods and techniques to obtain results
- Demonstrates ability to differentiate between situations which can be handled independently and those which require escalation.
- Researches and develops solutions for unusual and novel situations.
- Typically requires 5-8 years of related experience.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English; familiarity with French preferred.
- Prior work experience in a non-governmental organization (NGO) is preferred.
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