Tetra Tech ARD – ISLA Project 1,Great Massoud Avenue,Khwaja Rawash,Kabul, Kabul, Afghanistan
Dec 23, 2017Full time
Job Description: Roles and Responsibilities The Subcontracts Specialist will assist the Subcontracts Manager in overall management of a transparent, effective and efficient subcontracting and procurement management process in support of ISLA operations. This position is based in the ISLA Project Office in Kabul, Afghanistan. Principal Duties and Tasks Become thoroughly familiar with detailed Home Office approved systems and procedures for the management of local subcontracts and purchase orders, including preparation of subcontract templates and other compliance-related documents related to the solicitation, review, and approval, formation and award of subcontracts and complex purchase orders. Provide training to ISLA technical and operations staff and local partners in the area of local subcontracting and procurement; to include, USAID, Tetra Tech subcontract and procurement requirements and regulations. Work closely with technical and operations staff to ensure technical documents that form part of either a subcontract or purchase order are clear, concise, and complete as required to prepare solicitation packages and form contracts/purchase orders. Responsible for the administration of subcontracts and complex purchase orders, including modifications and change orders, review of invoices, monitoring of subcontractor/vendor performance to assure timely completion of services and delivery of materials and equipment in support of the program. Assure that all required procedures are followed in sourcing, purchase, inspection, and shipping of project equipment and commodities. Assists in improving a Contracts and Procurement processing system in coordination with the Subcontracts and Procurement Manager that will support ongoing compliant systems such as: Document retention, hard copy and electronic filing systems; Approval chain (Home Office, COP / DCOP, USAID) RFPs and RFQs to include Advertising, Bid Submittals and Openings, Bid/Quotation Evaluations Coordinates with technical staff and regional offices to conduct technical and pricing evaluation review panels. Work closely with Subcontracts and Procurement Manager to support the request for proposal (RFP) and bid analysis process. Prepares the evaluation summary report for approval of panel members, develops bid matrix, recommends approval of subcontracts and purchase orders, participates in negotiations, drafts the subcontract/purchase order, and supervises the administration and monitoring of subcontracts and procurements. Draft contract agreements, purchase orders, modifications/change orders and other compliance-related documents as needed, ensuring that all procurements are in compliance with Tetra Tech policies and procedures, and USAID rules and regulations, including Federal Acquisition Regulations (FAR) requirements. Coordinate with the home office Contracts Manager to obtain approvals for field awarded subcontracts & purchase orders and for the administration of home office awarded subcontracts. Review and approve subcontractor/vendor invoices and prepares invoice approval package. As directed by the Director of Procurement and Finance, and in coordination with the M&E Manager, assist in the monitoring and evaluation of subcontractor/vendor performance. Serve as a resource and point of contact for local subcontractors and vendors on questions pertaining to compliance regulations. Contribute to team effort by undertaking additional tasks and responsibilities as requested. The current job description will be periodically revisited as needed to reflect current realities and project needs. Amendments can be added to that effect. Reporting The Subcontracts Specialist will report directly to the Subcontracts and coordinate effectively with the Procurement Manager, Finance Manager, Tetra Tech Project Manager, Tetra Tech Deputy Project Managers, and others as needed. Direct reporting may change according to project needs.