The Admin Assistant will update hard files for subcontracts and will update TAMIS for subcontract projects. This position will communicate with subcontractors alerting them of invoice due dates, will receive supporting documentation for subcontracted projects, will seek technical approval from project managers for invoice payments and will liaise with the finance team to release funds to subcontractors. The Subcontracts Assistant will report to the Senior Subcontract Officer.

• Update hard files for regional subcontract and Purchase Order subprojects;
• Update TAMIS for regional subcontract and Purchase Order projects;
• Communicate with subcontractors alerting them of invoice due dates;
• Receive and verify submitted deliverables, scan and upload the deliverables to TAMIS and public drive;
• Liaise with Project Manager in obtaining technical approval;
• Draft necessary LGCD internal forms in order to release funds to subcontractors;
• Liaise and follow up with finance department in releasing funds to subcontractors;
• Document written communication with subcontractors and LGCD staff;
• Track and record regionally issued RFP;
• Process forms needed for release of funds after the subcontractors have submitted invoices;
• Participate in the Review Committee Meeting(s) to evaluate the subcontractors’ proposals;
• Monitor the Bid Locker for proposals and ensure the bid locker tracking sheet is up to date.
• Assist the CPG Specialist in preparing RFPs;
• Preparation of Bid Tabulation
• Preparation of Bid Matrixes
• Preparation of Bids Negotiation Minute
• Working on Modifications scope
• Brief new hires for subcontract modules in TAMIS;
• Any other duties assigned by supervisor.