Local Grants Administration Consultant

The Local Grants Administration Consultant will provide field-level administrative and procurement support to selected beneficiaries of the 1+1 Matching Grants Programme in Kyrgyzstan. The role involves supporting grant recipients with vendor identification, procurement documentation, delivery verification, and compliance with IOM procedures under the Safe Migration Central Asia project.

Responsibilities

• Maintain regular communication with assigned grant recipients and guide procurement-related requirements based on their approved business plans.
• Support grant recipients in identifying suitable vendors and obtaining quotations, vendor information, and other required documentation.
• Accompany or support grant recipients in local vendor searches and market visits to facilitate timely identification of suitable goods and services at reasonable and competitive prices.
• Collect and review required vendor documentation including Vendor Information Sheet, Certificate of Registration, ID copies, UN Code of Conduct, bank details, and Declaration of Conformity.
• Submit vendor documentation to Lead Grants Administration Consultant for review and processing.
• Collect and submit procurement and payment documentation such as Electronic Invoices, E-waybills, and Acts of Acceptance.
• Coordinate with Lead Grants Administration Consultant and IOM RMU to ensure timely submission of complete documentation for procurement processing.
• Ensure no advance payments are requested or processed; payments made only after delivery or completion of services.
• Follow up on outstanding documentation and communicate delays or issues affecting procurement timelines.
• Ensure grant documentation is complete, accurate, and organized for monitoring, reporting, and audit purposes.
• Comply with comments and revisions from Lead Grants Administration Consultant and IOM teams.
• Prepare and collect documentation confirming grantee’s 50% personal contribution as stipulated in grant agreement.
• Prepare Asset Inventory Forms and supporting documentation per IOM and FCDO standards.
• Verify delivery of procured goods/services to grant recipients in required type, quantity, and condition.
• Collect photographic evidence of delivery and use of assets.
• Provide weekly updates to Lead Grants Administration Consultant on documentation, procurement, and delivery status.
• Submit final consultancy report summarizing grants administered, goods/services delivered, challenges, and recommendations.
• Perform other minor duties related to procurement, grants administration, documentation, beneficiary support, and delivery verification as requested.

Requirements

• University degree in Business Administration, Economics, Finance, Development Studies, or a related field.
• Minimum of 3 years’ experience in project/grant administration, finance, and/or procurement, logistics, vendor management, business support, or related functions.
• Knowledge of procurement processes and vendor management.
• Experience with the IOM procurement policies and processes is highly desirable and considered a strong asset.
• Experience working with international organizations or donor-funded projects is an advantage.
• Experience working directly with small businesses, entrepreneurs, grant recipients, or local suppliers is an advantage.
• Strong organizational and interpersonal skills.
• Ability to work independently in a field-based environment and undertake local travel as required.
• Fluency in Kyrgyz (spoken and written); working knowledge of Russian (spoken and written).
• English is an advantage but not mandatory.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Skills

• Project Grant Administration
• Finance Management
• Procurement Procedures
• Vendor Management
• Logistics Coordination
• IOM Procurement Rules
• Business Support
• Grant Recipient Support
• Procurement Documentation
• Delivery Verification
• Compliance Monitoring
• Small Business Engagement
• Field-Based Operations
• Local Travel Coordination

Languages

Kyrgyz, Russian