Partnerships Incubator - Procurement & Compliance Specialist (Finance)

Remote
Part Time to Full Time
Experienced

Position: Procurement and Compliance Specialist (Finance)

Anticipated Start Date: o/a February 20th, 2023

Term of position: February 2023 - September 2023, with the possibility of extension. This position is open for a part-time consultancy with an expected level of effort of up to 80hrs per month. Please state in the cover letter whether you are applying for full time or part-time.

Location: Virtual

Kaizen Project: USAID’s Partnerships Incubator

Reports to: Finance & Operations Director

About Kaizen

The Kaizen Company is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven, organizational, and institutional performance improvements and shift the development model into one that is bottom-up and ongoing. We leverage existing knowledge, new technologies, and innovative business models. 

Kaizen is hiring a highly motivated early career professional looking to create a social impact in a fast-paced and rewarding work environment. We seek applications for a Procurement and Compliance Specialist (Finance) for the USAID-funded Partnerships Incubator, a four-year project. 

About the Partnerships Incubator

USAID aims to diversify its partner base by removing barriers to engagement and creating avenues for new and underutilized partners to work with the Agency. The Partnerships Incubator was set up as a global service hub to address this need by amplifying USAID’s external communications efforts to strengthen and diversify the Agency’s partner base, expanding Agency capacity for partnerships, and supporting partner organizations working with USAID. The Partnerships Incubator works with USAID headquarters and Missions to identify and engage new and local partners, provide training and capacity-building assistance, and develop tools, resources, and models to advance USAID’s partnership goals. The project launched WorkwithUSAID.org in 2021, a free, USAID-funded resource hub designed to connect partners to peers and experts, improve their organizational readiness, and prepare them to receive USAID funding. 

Responsibilities

We are seeking a motivated Procurement and Compliance Specialist ready to apply business practices and processes knowledge in a fast-paced, real-world development project with a dynamic and collegial culture where autonomy and innovation are valued. 

The candidate will work closely with the Finance & Operations Director in providing procurement advice and guidance related to USAID’s procurement rules and regulations, support to the Partnerships Incubators’ procurement, and administrative functions to enhance the smooth running of activities and overall improvement of processes. The position will also involve assisting with market research, onboarding consultants, supporting vendor and consultant invoicing processes, and recording and maintaining accurate and complete financial records. In addition to these activities, the specialist can support other Incubator team members and contribute to other projects as needed. Ensure that all project activities and transactions are carried out in a way that is consistent with USG rules and regulations, USAID requirements, and, where appropriate, local laws. This includes, but is not limited to, guaranteeing that all procurement transactions and logistics activities are carried out in a way that complies with the FAR and other USG laws and policies, ensuring subcontractors and vendors are identified, and their goods and services are procured transparently and efficiently.

An ideal candidate will demonstrate high efficiency and accuracy in their work products and enjoy the challenge of a learning curve but never view routine or repetitive tasks as a burden. The candidate is detail- and deadline-oriented, a quick learner, able to follow through on assigned projects, and a team player who can work in a collaborative environment, exercise sound judgment and handle sensitive information with discretion. The selected professional should also be open to a creative teleworking policy. The Procurement and Compliance Specialist will:

  • Ensure that all procurements are in compliance with USAID rules and regulations
  • Provide compliance advice and guidance related to USAID rules and regulations on various aspects of the procurements to all teams
  • Perform due diligence to ensure cost/price reasonableness and compliance with applicable U.S. Government regulations.
  • Navigate compliance issues between technical, contractual, and finance; effectively translate concepts to programmatic and technical colleagues.
  • Define the commodity specifications in coordination with the technical teams as needed.
  • Performs local procurements of goods and services, following all relevant USAID and The Kaizen Company policies and procedures.
  • Prepare and conduct local tenders.
  • Maintain a registry of local and regional vendors.
  • Maintain a tool to track purchase orders and outstanding vendor payments.
  • Support the development of financial reports and deliverables for given assignments.
  • Provide support in organizing logistics, data collection, and analysis efforts for technical assistance assignments. 
  • Quality control and receipt of delivered goods and the processing of customs clearance and tax waivers, as needed.
  • Collaborate with Partnerships Incubator staff, interns, and consultants across the project.
  • Develop training materials related to procurement and compliance and deliver training using various techniques.
  • Serve as a contributing author for blog articles featuring procurement and compliance for the WorkwithUSAID.org blog.
  • Other duties as assigned.

Qualifications:

  • Bachelor’s degree (minimum) and a minimum of eight years of experience.
  • Extensive experience applying and interpreting the Federal Acquisitions Regulations system (FAR), Agency for International Development Acquisition Regulations (AIDAR), and the Code of Federal Regulations (CFR).
  • Extensive experience with T&M contracts.
  • Well-versed in the Foreign Affairs Manual (FAM), the Department of State Standardized Regulations, and how they apply to USAID implementing partners.
  • Experience with a USAID-implementing partner is highly preferred.
  • Demonstrated computer literacy and proficiency with Microsoft Office Suite and Google Workspace, specifically Excel, is required.
  • Experience with enterprise finance systems such as Concur, Costpoint, and QuickBooks is a plus.
  • Comfortable with a project environment that appreciates initiative, personal ownership of work portfolios, and an entrepreneurial mindset and behaviors.
  • Outstanding interpersonal skills and ability to interact with individuals at all levels.
  • Proven effectiveness in managing relations with multiple actors, including partners and donors.
  • Excellent communication skills and a demonstrated track record of working effectively in a team environment.
  • Ability to work in multiple cultures, highly motivated, self-starting, intellectually curious, flexible, a passion for learning, and deeply committed to social impact.
  • Comfortable operating in a fast-moving, agile, and innovative environment.
  • Be able to serve on a fully teleworking team successfully.
  • Must be authorized to work in the United States.

Qualified applicants should send a resume/CV with a well-written cover letter. Candidates that are elevated to the final interview stage will be required to provide the contact details of three references. Applicants must submit all requirements to be considered for the position. The deadline to submit is February 1st, 2023. We expect to hold interviews during the 1st week of February with candidate start dates o/a February 20, 2023.

No phone calls, please. Only finalists will be contacted.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.

At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.

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