Senior Subcontracts, Grants, and Procurement Manager for USAID Maji Safi Project

The USAID-funded Maji Safi project in Tanzania, implemented by Tetra Tech International Development (International Development Jobs – Tetra Tech), is currently accepting expressions of interest for a Senior Sub-contracts, Grants, and Procurement Manager. This position will be located in the main office in Iringa.

Position Description/Summary: The Tanzania Maji Safi Project is a five-year (August 2021 – August 2026) $25 million activity funded by the United States Agency for International Development (USAID) Mission to Tanzania. The purpose of the activity is to expand and sustain the provision and governance of WASH services. Working under the overall direction of the Chief of Party (COP) and in coordination and collaboration with project technical staff and the operations team, the SGPM will have the primary responsibility of ensuring the timely provision and delivery of all required grants, procurement and subcontracts support to the execution of the MUM project. The SGPM will directly supervise the Grants Manager (GM) and Subcontracts and Procurement Manager (SPM).

Responsibilities:

* Administration – Ensure filing system for general correspondence, information, and program files, is complete and up to date – in particular with regards to Subcontracts, Procurement, and Grants; Maintain regular contact with Tetra Tech Home Office support staff including Project Manager, Deputy Project Manager, Contracts/Grants/Procurement Manager, and other assigned staff; Ensure compliance of activity operations with USAID, Government of Tanzania (GoT), and Tetra Tech Home Office administrative policies and guidelines.

* Finance – Coordinate with the Director of Admin and Finance (DAF) to support the following financial functions as relates to Grants, Subcontracts, and Procurement; Tracking expenditures relevant to operating budget, and preparing and reconciling monthly financial reports; Assist the COP in preparing local budget projections, using the operational budget; Prepare and submit Value Added Tax (VAT) exemption requests and track all VAT paid to the GoT through local purchases and prepare required reports for USAID each year; Prepare financial reports of local expenses as requested; Oversee and reconcile all financial reporting to ensure compliance with Tetra Tech, USAID, and GoT formats, requirements, and scheduling; Ensure that monthly financial statements and management information are prepared and submitted on time.

* Subcontracts and Procurement – Provide close oversight to the SPM to achieve the following: Ensure compliance with USAID and Tetra Tech procurement regulations and processes, consulting with the home office to maintain compliance with Tetra Tech’s Procurement Handbook procedures; Implement procedures for procuring goods and services and awarding of subcontracts consistent with all relevant USG and Tetra Tech’s policies and procedures; Coordinate with the technical team in developing scopes of work and bid documents for procuring goods and services; Review draft requests for proposal (RFP) or requests for quotation (RFQ) documents; Publish RFPs and RFQs; Correspond and document discussions with vendors during bid phase ensuring transparency; Coordinate with technical team in drafting responses to bidder questions; Conduct preliminary evaluation of proposals to ensure compliance with RFP/RFQ terms and conditions; Check bid bond certification documents, as appropriate; Participate on all technical and financial evaluation committees; Prepare technical and financial evaluation reports with input from technical staff; Review draft subcontract or purchase order and coordinate approvals with Tetra Tech’s home office; Finalize negotiations with vendors for cost and contract terms; Validate performance bonds following award; Coordinate with the DAF and the Finance Manager (FM) for tax exemption and duty-free status for procured goods and services; Coordinate with technical team on the acceptance of deliverables; Oversee processing of vendor and contractor invoices and coordinate with finance team for payment; Ensure salesforce Purchase Order is closed out immediately after the invoice is paid. Track completion and end dates of all subcontracts and service agreements.

* Grants – Support the GM as needed to achieve the following: Implement procedures for awarding of grants consistent with all relevant USG and Tetra Tech’s policies and procedures, including the project Grants Manual. Coordinate with the technical team in developing scopes of work and bid documents for procuring goods and services; Coordinate with SPM as needed to support in-kind grants. Review draft requests applications documents; Publish RFAs; Correspond and document discussions with applicants during negotiation phase ensuring transparency and sufficient involvement of USAID in any IKG negotiations; Coordinate with technical team in drafting responses to applicant questions; Conduct preliminary evaluation of applicants to ensure compliance with RFA terms and conditions; Participate on all technical and financial evaluation committees; Prepare technical and financial evaluation reports with input from technical staff; Draft grant agreement and coordinate approvals with Tetra Tech home office; Finalize negotiations with applicants for cost and contract terms; Coordinate with the DAF and the FM for tax exemption and duty-free status for procured goods and services; Coordinate with technical team on the acceptance of deliverables; Oversee grantee payments.

* Other – Assist in the preparation of work plans, budgets, and procurement plans.

Minimum Qualification Requirements:

* Master’s degree OR bachelor’s degree in administration or relevant field (relevant experience and another university degree may substitute for the degrees mentioned);

* At least 7 years of relevant experience with a master’s degree, or 10 years’ relevant experience with a bachelor’s degree;

* Demonstrated experience procuring and managing subcontracts is required. Experience in managing grants-under-contract desired. Experience working in a similar position for an NGO or an international organization is preferred. Experience with direct supervision of high caliber staff required. Experience in delivering complex scope of work preferred;

* Fluency in written and spoken English and Kiswahili;

* Tanzanian nationals strongly encouraged to apply;

* Must have the ability to work effectively in a fast-paced, stressful environment. In addition, must be flexible, willing to perform other duties and work irregular hours. Computer literate (in Microsoft Office applications such as Excel, Word, PowerPoint, etc.). Previous use of SalesForce, desired. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleague.