Grants & Procurement Officer

About the Role

The Grants & Procurement has day-to-day responsibility for administering grant and procurement cycles for USDA Thailand Market Innovation & Livestock Knowledge (MILK) project based in Bangkok, Thailand. Position will be based in Bangkok with travel to project activity locations.

ESSENTIAL RESPONSIBILITIES:

Subawards:

• Work with the operations and technical staff to develop requests for proposals and support grant recipients with the finalization of scopes of work, action plans, and budgets before signing grant agreements.
• Conduct pre-award assessments, coordinate reviews, and document findings to inform the final selection decisions for grantees and sub-contractors.
• Lead and facilitate the formation and activities of grants review panels consisting of multi-disciplinary teams with relevant expertise and expertise.
• Coordinate preparation of all necessary documents for grants, sub-awards, and subcontracts for review and approval by the Home Office and the donor.
• Draft grant agreements for internal reviews and liaise with the partner on signing.
• Ensure that grantees understand grant agreement requirements (financial, reporting, etc.)
• Organize and facilitate portions of post-award orientations for subrecipients.
• Liaise with the Technical Team to review grantee inputs, including financial reports and technical reports, ensuring that grant agreement requirements are met.
• Track grant progress, working with the technical team to ensure necessary amendments and close-out procedures are timely, efficient, and compliant.
• Ensure overall compliance with Winrock and USDA policies.
• Ensure timely internal review and clearance of all financial documentation and reporting associated with grants.
• Ensure timely and accurate payments are made to partners throughout the life of the sub-grants.
• Visit grantees’ offices and project activities as necessary to assess compliance and ensure correct systems and filing are present.
• Provide guidance and advice to grantees and program staff on compliance issues and questions.
• Maintain high ethical standards of integrity and respect confidentiality.

Procurements:

• Source and procure goods, works, and services in compliance with Winrock and USDA policies and procedures
• Ensure staff understand policies and procedures and collaborate to prepare a consolidated procurement plan to ensure the timely provision of goods and services
• Prepare bidding documents, issue purchase orders and requests for quotations for goods, works, and services in coordination with project staff, and undertake the appropriate tendering process
• Identify and evaluate potential suppliers and negotiate prices, delivery, and after-sales services with suppliers
• Maintain relationships with suppliers and monitor their performance
• Keep supplier contracts and the approved prequalified supplier contact lists up to date, ensuring they meet the minimum requirements to remain on the list
• Maintain sound procurement records/documents and prepare reports on the status of purchases, including expediting orders to ensure timely delivery and processing of payments
• Assist with import process and customs clearance of shipments customs or other government agencies, in collaboration with relevant staff
• Ensure that all office equipment is recorded in the inventory upon delivery to the office. Lead annual inventories with the finance department and the grants manager
• Provide logistical support for program activities in coordination with technical staff and Winrock’s Home Office
• Other duties as assigned by supervisor.

QUALIFICATIONS & SKILLS:

• Bachelor’s degree in Business Administration, Supply Chain Management, Public Administration or related relevant field.
• Minimum of 4 years of professional experience in grant management and/or procurement.
• Strong negotiation skills and excellent communication abilities.
• Knowledge of MS Office suite.
• Ability to analyze market data and develop sourcing strategies.
• Excellent organizational and time management skills.
• Good understanding of laws and regulations related to procurement and subaward activities, prior USG experience preferred.
• Knowledge of best practices in procurement.