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Archivist / Closeout Specialist

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full Time
  • Posted:
    3 months ago
  • Category:
    Project Management
  • Deadline:
    December 11, 2023

Chemonics InternationalInc.

JOB DESCRIPTION

JOB TITLE: Archivist / Closeout Specialist

PROJECT: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) JOB LOCATION: Monrovia, Liberia

REPORTS TO: Finance & Operations Director

How to apply: Please submit a cover letter and CV to LiberiaPSMJobs@ghsc-psm.org by the close of business on December 11, 2023. Please include Archivist / Closeout Specialist in the subject line

Background

Chemonics International Inc. implements the USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project in Liberia. The purpose of GHSC- PSM project is to ensure uninterrupted supplies of health commodities in support of United States Government (USG) funded public

health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), Population and Reproductive Health, and Child and Maternal Health. GHSC-PSM develops and manages a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.

GHSC-PSM Liberia is scheduled to end in 2024. To effectively close out this large, multifaceted project, it is critical to have coordination and support across the key administrative areas. The objective of the assignment is to facilitate an orderly and professional close-out of GHSC-PSM Liberia that meets USAID and Chemonics standards.

Principle Duties and Responsibilities

The closeout specialist will work closely with the Director of Operations and Finance and Senior Program Manager to ensure administrative compliance and documentation regardingprocurement, finance, human resources, facilities, and inventory processes.

The closeout specialist will: 1) ensure that current processes are functioning and that the projectis in compliance with the relevant USAID and Chemonics regulations; and 2) provide hands-on,one-on-one guidance to staff in support of a common understanding regarding ongoing administrative preparation for project close-out and reporting.

Specifically, s/he will:

Coordinate all elements of close out by maintaining the demobilization plan, leading the team in daily check ins with individual teams, and sharing weekly updates in the areas offinance, personnel, inventory/procurement, and cross-cutting operations.

Finance

Provide guidance and support to finance staff on necessary steps of closing out theproject. In coordination with the Director of Operations and Finance, execute audit of targeted financial documents including subcontracts, purchase orders, payments and all required back up documentation to ensure compliance with USAID regulations and Chemonics policies. Take action or document processes when needed in conjunction with project local staff, and in accordance with filing and record keeping systems guidance provided by the Finance and Compliance Review (FCR) team. Save back up documentation to the files if needed.

Initial review of the finance and compliance files, in preparation forscanning/boxing/shipping. Conduct a comprehensive audit of all subcontracts files to ensure completeness andcompliance. Ensure file log and file index are updated to allow for accurate tracking of project filesfollowing closeout. Compile and maintain a detailed list of all costs that require payment or capture duringthe month of November (such as office make-ready, living quarters make-read, etc.).

Ensure all vendor payments are paid and the bank account is closed in compliance withUSAID regulations and Chemonics policies.

Review expense documentation for local subcontractors and review and reconcile allpayments in coordination with the finance team; liaise with home office project management unit and finance and accounting department to address issues as needed

Personnel

Conduct a review of all local personnel files and fill any remaining gaps to ensure complete hard and soft copies in coordination with the HR/Admin team and the CountyDirector.

Oversee the thorough, final review of personnel files, discard redundant material, andprepare for the complete files to be sent to the Chemonics home office.

Work with the operations team to ensure that local labor law is being adhered to in allsteps related to leave payout, bonus, severance, and local staff termination.

Procurement/Logistics and Inventory

Review and update physical inventory.

Support the development of the property disposition plan for the CO.

Work with the necessary vendors to ensure equipment is in a proper state to betransferred.

Work with IT to clear all computers before they are transferred.

In coordination with the Director of Operations and Finance, review all documentation for equipment to update inventory list including PAR, PO/Invoice, Receipt of Goods, etc.to ensure compliance with USAID regulations and Chemonics policies. Take action or document processes when needed in conjunction with project local staff, and in accordance with filing and record keeping systems guidance. Save back up documentation to the files if needed.

Support local staff to coordinate transportation, sign off on acceptance of property, andscanning of final documentation.

Ensure proper disposition of damaged goods.

Ensure compliance with inventory disposition plan.

Support cross-cutting operations tasks as needed, such as:

In conjunction with local staff, coordinate audit of training files to ensure full documentation including attendance list, deliverables, and any other documentationrequired.

Provide contractual support including reviewing subcontracts/purchase orders, participating on procurement panels, and reviewing neg memos, liaising with the PMU orhome office staff as needed. Support administrative systems in compliance with Chemonics policies and best practicesand ensure adherence to Chemonics and USAID regulations.

Ensure that the project file management system is correctly set up and used by staff, developing guidance documents, and providing training and instruction as necessary.

Coordinate with the Country Director, Director of Finance and Operations, and HO staff additional requests for assistance, information, and interpretation on a broad range of topics, such as allowances; contract regulations, procedures, and management; subcontracting procedures and management; grants under contracts; and billing issues. Ensure that the contract is fully compliant with USAID and federal regulations as well as Chemonics’ policies and procedures.

Ensure that all operations and procurement files are complete and that all FCR recommendations have been implemented/addressed.

Prepare the master file index according to the QMS/archiving guidance and prepare theboxes for shipping back to the U.S.

Confirm final office make ready is completed, prior to moving out, or handing over office space. Confirm office, warehouse, or employee housing leases are terminated, or transferred to the landlord. Coordinate with COP, DCOP of Operations, and HO staff on tasks associated with preparing project office for closure and closing project.

Other duties as assigned by the DCOP or COP to ensure that the project has been closed out in a satisfactory manner.

Qualifications:

At least two (2) years of experience with Chemonics and/or USAID-funded project management is preferred.

Strong understanding and fluency in financial, administrative, procurement, and subcontract systems and procedures. Expertise in USAID rules and regulations and Chemonics policies.

Previous project closeout experience preferred.

International field experience and advanced communication and interpersonal skills Experience with USAID policies, procedures, and systems required.

Demonstrated leadership, versatility, integrity, and a problem-solving, proactive, positive attitude. Experience with web-based document management and storage systems such as Microsoft SharePoint preferred.

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