The purpose of the USAID Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) project is to ensure uninterrupted supplies of health commodities in support of USG-funded public health initiatives around the world. The project in Ethioia provides direct procurement and supply chain management support to USAID’s President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), Population and Reproductive Health (PRH), and USAID’s goal to End Preventable Child and Maternal Deaths (EPCMD) as well as provide systems strengthening technical assistance to improve supply chain management and commodity security around the world.

GHSC-PSM Ethiopia is scheduled to end on November 28, 2024. In order to effectively close out this large, multifaceted project, it is critical to have coordination and support across the key administrative areas.

Annex I – Scope of Work (SOW)

Scope of Work

Estimated Period of Performance and Level of Effort: The assignment will begin on or about May 1, 2024, to November 28, 2024. Full-time availability is preferred.

Background and Justification

The purpose of the USAID Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) project is to ensure uninterrupted supplies of health commodities in support of USG-funded public health initiatives around the world. The project in Ethiopia provides direct procurement and supply chain management support to USAID’s President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), Population and Reproductive Health (PRH), and USAID’s goal to End Preventable Child and Maternal Deaths (EPCMD) as well as provide systems strengthening technical assistance to improve supply chain management and commodity security around the world.

GHSC-PSM Ethiopia is scheduled to end on November 28, 2024. In order to effectively close out this large, multifaceted project, it is critical to have coordination and support across the key administrative areas.

Objective

The objective of the assignment is to facilitate an orderly and professional close-out of GHSC-PSM Ethiopia that meets USAID and Chemonics standards.

Principle Duties and Responsibilities

The closeout specialist will work closely with the Country Director and Finance and Operations Director to ensure administrative compliance and documentation regarding procurement, finance, human resources, facilities and inventory processes.
The closeout specialist will: 1) ensure that current processes are functioning and that the project is 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, she/he will:

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

Finance

• Provide guidance and support to finance staff on necessary steps of closing out the project.
• In coordination with the Deputy Country Director-Operations, 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 local project 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.
• Ensure all elements of FCR findings are addressed.
• Verify all VAT related costs are properly reported and accounted for.
• Compile and maintain a detailed list of all costs that require payment or capture during the 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 with USAID regulations and Chemonics policies.
• Maintain the closeout budget and ensure that closeout costs are accurately forecasted.
• Support the Finance team to ensure that all finance documents are filed both electronically and physically in accordance with the Chemonics filing and archiving procedures.
• Support the finance team in filing final tax payments and closing out the project office bank account.

Personnel

• Conduct a review of all local personnel files and fill any remaining gaps to ensure complete hard and soft copies.
• Work with the operations team to ensure that local labor law is being adhered to in all steps related to leave payout, bonus, severance, and local staff termination.
• Monitor staff leave balances and ensure that staff leave is utilized appropriately prior to closeout.
• Manage communications with local legal counsel in coordination with the Country Director and Finance and Operations Director.
• Provide staff with resources and support, including reviewing CVs and writing reference letters.
• Support the HR team to ensure that all HR documents are filed both electronically and physically in accordance with the Chemonics filing and archiving procedures.
• Assist the Deputy Country Director-Operations to monitor the staff phase plan and ensure that notice letters are issued in accordance with the requirements of the Labor Laws.
• Ensure that staff professional development funds are fully reconciled.

Operations

• Ensure that all vendor agreements and local subcontracts have been closed out properly, including finalization of all required deliverables and issuance of final payments.
• Ensure that the Closeout Plan and Closeout Tracker are maintained and up-to-date.
• Ensure that the project registration is transferred to another Chemonics project office in-country.

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 be transferred.
• Work with IT to clear all computers before they are transferred.
• In coordination with the Deputy Country Director-Operations, 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, and scanning 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 documentation required.
• Confirm final office make ready is completed, prior to moving out, or handing over office space. Confirm office and employee housing leases are terminated, or transferred to the landlord.
• Support administrative systems in compliance with Chemonics policies and best practices and 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, Deputy Country Director-Operations, and HO staff on 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; and billing issues.
• Ensure that 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 the boxes for shipping back to the U.S.
• Coordinate with Country Director, Deputy Country Director-Operations, and HO staff on tasks associated with preparing project office for closure and close project.
• Other duties as assigned to ensure that the project has been closed out in a satisfactory manner.

Reports To: Deputy Country Director of Operations

Job Requirements

Qualifications:

• At least two years of experience with Chemonics and/or USAID-funded project management preferred
• Previous project closeout experience required, preferably on a USAID-funded project
• International field experience and advanced communication and interpersonal skills
• Experience with USAID policies, procedures, and systems preferred
• Demonstrated leadership, versatility, integrity, and a problem solving, proactive, positive attitude
• Fluency in English (both written and oral) required
• Applicants must already be based in Addis Ababa, Ethiopia