The Improving Private Sector Competitiveness (IPSC) Project is a five-year USAID project that seeks to remove policy, market, and firm-level constraints inhibiting the growth of small and growing businesses (SGBs), including those owned or led by women and vulnerable populations. Working closely with the Government of Vietnam, our goal is to foster an innovative and dynamic Vietnamese private sector that expands economic opportunities domestically and can compete regionally and globally. Deloitte Consulting US (“Deloitte”) is implementing this project on behalf of USAID.
Job Summary
IPSC is looking for a qualified professional to fill the position of Subcontracts Coordinator. He/she will be responsible for coordinating with various internal and external stakeholders in the US and Vietnam to manage contracting requirements with third party firms and consultants delivering services under the IPSC project.
Tasks and Responsibilities
- Coordinate end-to-end subcontracting life cycle, including market research, sourcing, RFPs, negotiations, evaluations, cost analysis and selection, in collaboration with the project field team, Deloitte Home Office team, government counterparts and other relevant stakeholders.
- Support solicitation procedures, including development of bidders list, drafting of SOWs, proposal reviews, documenting pricing and negotiation actions, and drafting selection justifications.
- Coordinate with Home Office on contracting short-term or independent consultants. This will involve communicating with consultants, conducting rate negotiations, collecting personnel information and paperwork, and liaising between the consultant and project teams.
- Serve as a liaison between project leadership and subcontractors/consultants so that all procurement questions and concerns are appropriately addressed.
- Verify RFP compliance of all proposal documents and assist subcontractors and consultants with required online registrations (e.g. Deloitte Vendor Portal, DUNS, SAM.gov).
- Organize proposal evaluations with designated evaluation committee members.
- Support drafting of memos and relevant forms for Deloitte Subcontracts review and approval.
- Provide orientations to new subcontractors and consultants and support integration into the team.
- Manage and keep track of SOWs and contracts, level of effort, period of performance, and remaining budget making sure to modify contracts with the HO as necessary.
- Make sure subcontractors and consultants submit invoices on a regular basis, cross-reference their invoices with contract terms, and ensure timely payments in coordination with Finance.
- Help ensure that the project is adhering to USAID rules and regulations, as well as Deloitte policies and procedures and local regulatory requirements.
- Ensure thorough records management, including electronic archiving of all necessary project records, audit files and subcontract deliverables.
- Perform other duties as assigned by project leadership.
Reporting Relationship
The position will report to the Operations Manager, as well as work in close coordination with the Director of Finance, Administration and Compliance.
Qualifications
- 5+ years of experience working in contract administration, subcontracting and vendor management
- Knowledge of government procurement best practices
- Demonstrated work experience in contract solicitations, RFPs, managing committee evaluations, bidder negotiations for large scale subcontracts and procurements
- Experience with USAID or international organization in a similar role is a plus
- Professional fluency in English (both verbal and written), and the ability to communicate complex contractual terms and conditions from English to Vietnamese to subcontractors is required
- Must guide subcontracting initiatives with minimal supervision, balance multiple tasks in a fast-paced environment and meet deadlines
- Customer service attitude and responsiveness and enjoy supporting multiple teams and stakeholders
- Vietnamese citizen
Submission and Deadline:
- Interested candidates are invited to submit their CV with the Cover Letter in English to [email protected] [1]. Please state “Application for the Sub-Contractor Coordinator” in the subject line.
- Please include three references and copies of relevant certificates with your submission.
- Due to the high volume of applications, only shortlisted candidates will be contacted.
- Deadline for applications is 4 December 2022 by 5pm Hanoi time.