Position Summary
Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.
This position is based in Dili, Timor-Leste. The Procurement, Grant and Contract Officer will be responsible for all tasks that are related to procurement, grants and contracts transactions. S/he is responsible for providing operations support and works closely with the Senior Operations Director, Asia, and the management team members of Timor-Leste office to ensure compliance with CI's policies, procedures, and donor and local reporting requirements. This position supervises staff and duties are performed under direct supervision.
Key Responsibilities
Establishes standards and deadlines for grant/contract proposals or applications, and reviews proposals or applications for completeness and compliance with grant/contract terms. Reviews and approves awards and develops processes for delivering funding to successful applicants. Pays funds to recipients, ensuring that expenditures are within allowable amounts. Maintains records related to fund sources, balances, and disbursements. Assists recipients or applications with proposals, applications, or program budgeting and reporting.
Contract and Grant Operation Supports
- Conducts preliminary screening of subgrant and contract application documents to ensure completeness and adequacy; provides timely feedback to project units on missing requirements, forms, or information
- Reviews and drafts subgrant agreements for incoming funds and assists donors with Financial Due Diligence by submitting required business documents and other necessary information
- Facilitates the review and drafting of Financial Risk Assessments based on submitted subgrantee documentation
- Analyzes grantee financial reports, including comparisons between technical and financial reports, and concludes on the reasonableness, allocability, and cost-effectiveness of expenditures
- Assists in reviewing Requests for Proposals (RFPs) for subgrants and/or contracts, ensuring consistency with approved budgets and project timelines
- Facilitates kickoff meetings for new subgrantees and clearly explains documentation requirements based on partner activities
- Supports new and existing subgrantees with monthly and quarterly bookkeeping and provides guidance on local compliance requirements upon request, particularly any grants/contracts based in Philippine office
- Maintains and updates grant and contract Excel trackers, including cost and payment tracking
- Conducts initial reviews of subgrantee financial progress reports and liquidation reports, including verification of transaction details and supporting documentation in accordance with donor policies and CI guidelines
- Reviews consultants' reimbursable expenses to ensure official receipts fall within the contract period and align with approved activities and reports
- Receives, collates, and follows up on monthly fund requests from project units; ensures correct project charge codes, budget alignment, and activity coverage within approved timelines
- Facilitates monitoring of subgrant and contract reporting schedules and end dates by issuing reminders and coordinating with project units on actions such as no-cost extensions or budget revisions
- Assists in orientations, field visits, and audits of subgrantee partners, including mentoring where necessary
- Provides support for project proposal budgeting and annual budgeting processes, including budget revisions in accordance with donor and CI guidelines
- Support other program grants and contracts where there is no CI office
Procurement
- Support Operation Assistant to handle Procurement (Goods & Services) Tracker update
- Support Operation Assistant to develop PR/ToR/RFP/RFQ/PO. Review the Documents solicitation (Quotations, Proposals and others support documents) and Bid Matrix as well as the Sole Source development
- Support and Monitoring and goods delivery receipts that lead by operation assistant
- Lead the Preferred Vendor List (PVL) setup
- Prepare annual procurement plan and tracking of CI TL office
- Prepare and review purchase request, bid analysis, purchase orders for approval
- Conduct vendors analysis, collecting quotations, maintain relationships with vendors and its database
- Record inventory in the BW fixed asset management system
- Provide necessary capacity building or training to grantee particularly regarding CI and donor policy and reporting
- Support management team on facilitating internal and external audit related to procurement, contracts, and grants
- Perform related duties as assigned
People and Resource Management Responsibilities
- This position manages one Admin/Logistic Assistant staff
Qualifications
- University degree in Accounting, Finance, Administration or any other relevant field
- Up to 4 years of general work experience
- Ability to analyze data to check for errors and inaccuracies
- Fluency in English and strong communication skills
- Ability to work tactfully and effectively with tight deadline
- Previous experience with an international organization or donor agency
- Knowledge of MS Office (Outlook, Excel, Word)
- Knowledge in Business World
Additional Qualifications
- Experience in using Citrix system
Working Conditions
- Typical office environment
- Occasional travel of less than 10% may be required
- Ability to work extended hours to meet the deadlines
How to Apply
To apply for this position please submit a resume and cover letter via the following link:
https://phh.tbe.taleo.net/phh04/ats/careers/v2/viewRequisition?org=CONSERVATION&cws=39&rid=2687
Conservation International is committed to providing equal employment opportunities to all individuals. We believe in hiring based on merit and qualifications, ensuring a fair and inclusive hiring process for everyone.
