Summary
Date Posted: Thursday, July 01, 2021 , Base Salary: Not Disclosed

JOB DETAILS:

About Us
Green Powered Technology, LLC is an energy and engineering consulting firm based in Arlington, Virginia. We were established in 2010 with a vision of employing innovative solutions to sustainably manage the Earth’s resources and to meet society's needs. GPTech offers technical, financing, and private sector engagement expertise, furthering U.S. private sector expansion into emerging markets. We provide comprehensive client services from project inception to completion, by delivering solutions that improve operations and compliance, build institutional capacity, reduce risk, save money, enhance security and help our clients make more informed decisions about their energy and infrastructure investments.
We work across three practices areas, energy, infrastructure and development, to support clients, such as, Customs and Border Protection, U.S. Trade and Development Agency (USTDA), Millennium Challenge Corporation, and the U.S. Agency for International Development.
Green Powered Technology (GPTech) is seeking a Procurement/Finance Assistant who will assist the Operations Manager on the United States Agency for International Development (USAID) Architectural and Engineering (A/E) services project for the Northern Uganda Development of Enhanced Local Governance, Infrastructure, and Livelihoods (NUDEIL) activity. The Procurement/Finance Assistant will be responsible for providing procurement/financial support to District Local Governments (DLGs) and assisting with the day-to-day procurement/finance operations of the project office. GPTech anticipates that the position will spend 75% of the time supporting the Districts and 25% supporting the GPTech office. Also, to ensure efficient procurement of items/services for GPTech. The Procurement/Finance Assistant must be able to rapidly and efficiently procure Project supplies, services, and equipment for GPTech, while ensuring best practices and maintaining audit-compliant procurement/financial records. This position will be located in Gulu, Uganda, with daily travel to the District offices about 50% of the time.

Responsibilities:
Procurement (DLGs):
• Attend all procurement-related meetings for the procurement of works by the DLGs funded under NUDEIL, including pre-bid meetings and contracts committee meetings, and maintain detailed records for GPTech of all actions taken by the DLGs during procurement.
• During and after the procurement of works, verify and validate all procurement documents and ensure that records are available and organized.
• Work with staff from the Ministry of Local Government and the Office of the Auditor General as they do their own review of DLG documentation for NUDEIL.
• Provide backup support and coordinate with District Procurement and Disposal Units to ensure integrated internal controls and full, auditable support documentation.
• Escalate procurement issues to management when irregularities or disputes arise.

Procurement (GPTech):
• Assist with the preparation of Requests for Quotation, Initiations to Bid, and Requests for Proposal, and with coordination of their timely dispatch.
• Create electronic receipts and maintain required proof of delivery documentation for orders, as necessary.
• Maintain proper documentation to verify that all procurements comply with GPTech’s and USAID's rules and regulations.
• Coordinate with suppliers to confirm receipt and status update of orders; investigate price/quantity discrepancies; coordinate the replacement, credit, and return of unsatisfactory deliveries; ensure completion of the procure-to-pay cycle; and escalate issues when needed.
• Ensure that a transparent and responsive procurement process is implemented and maintained.
• Ensure that all supplies, services, and equipment required are delivered in time.
• Establish and maintain ethical and professional working relationships with suppliers and implementing districts.
• Conduct regular market surveys for regularly purchased items, and manage relationships with all vendors.
• Maintain up-to-date vendor records, and update contact details regularly.
• Prepare and submit monthly procurement plan to the Operations Manager for review and approval.
• Maintain the Green Powered Technology Purchase Request Tracking & Metrics system, and submit routine reports to the Operations Manager.
• Maintain appropriate records to ensure that procurement processes, decisions, and contractual agreements are accurately documented for accountability and audit purposes.
• Assist with the maintenance of the project inventory list, in coordination with the Operations Manager, and regularly update store records.

Finance (DLGs):
• On a monthly basis, review all per diems, fuel, and other allowances expended by DLGs from NUDEIL software funds, and validate all accountability support documentation for accuracy and sufficiency.
• Maintain records of all NUDEIL expenditures to date from the DLGs, broken down in detail by works contract and software, associating all expenses with category of work based on the Implementation Letter between USAID and the Government of Uganda.
• On a monthly basis, review all payment documentation for works for completeness and accuracy in coordination with engineering assistants.
• As DLGs complete projects, complete a final check of all documentation from procurement to final payment certificate, and validate all records. This closeout process will require coordination with all stakeholders.
• Immediately and confidentially inform management of any irregularities that do not appear to be errors.

Finance (GPTech):
• Conduct daily accounting (bookkeeping) according to GPTech’s financial policy.
• Manage petty cash, clear cash advances upon request, and prepare monthly cash counts.
• Maintain proper filing of all financial documentation (vouchers, contracts, tender documents, etc.).
• Review invoice payments from vendors and compare to the terms of the purchase order or contract to ensure that vendor invoices are accurate before submitting for payment.
• Scan and file all accounting documentation monthly per GPTech’s file retention policies.
• Follow up with staff on all outstanding advances whose reconciliation is past due.
• Ensure that finance files are always organized, complete, and up to date.
• Obtain original VAT invoices with schedule from the Operations Manager, prepare VAT invoices and report for submission to USAID, and ensure that copies of VAT invoices are returned to GPTech.
• Perform any other duties or tasks delegated by the Operations Manager.

Qualifications
• Minimum 3 years' relevant working experience in procurement/finance.
• Minimum of a Diploma in Public Administration and Management, Business Administration, Human Resource Management, or equivalent; bachelor’s degree preferred.
• Experience working with PPDA procurement process and procedures is an added advantage.
• Experience in competitive procurement of goods and services required (experience in administration of subcontracts and purchase orders strongly preferred).
• Experience using computers and software at work, especially email. Ability to use spreadsheets and other accounting software such as QuickBooks. Proven knowledge of basic accounting principles and ethics.
• Ability to work hands-on, independently, and within a team in high-paced work environment.
• Familiarity with major donor and local regulations/laws is advantageous.
• Competency in spoken and written English.
• Strong sense of personal integrity.
• Strong organizational skills.
• Attention to detail with ability to multi-task.
• Strong interpersonal skills and ability to work in a team

Work Hours: 8

Experience in Months: 36

Level of Education: Associate Degree

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