Procurement Contract Manager

Job Description

Title: Procurement Contract Manager Location: Ukraine, based in Dnipro Grade: 7B Reports to: Senior procurement manager

Responsibilities

Procurement Contract Manager is a key position to the success and delivery of quality programs by implementing systems and functions necessary to implement programs effectively.

Main responsibilities

Under the direct supervision of the Senior procurement manager, the Procurement contract Manager is responsible for supporting the procurement department to ensure efficient procurement and delivery of supplies and procurement planning and analytics.

Compliance

Assist in the Implementation of Standard Operating Procedure of Global Supply Chain (GSC) of Procurement. Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

Procurement Management Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations Develop procurement plans for active grants for field office, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation, review and update regularly, share any delays/risks with senior management. Work with requesters to develop comprehensive purchase specification and Identify sources. Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning. Identify, document and timely report any IRC procurement process deviations and track expenditures following the mechanism in place for appropriate follow up. Support to review the bids analysis and other bidding documents for Quality Assurance review for high value and long term agreements Act as focal point with QA and Master data teams at HQ for vendor code creation Maintain accurate procurement data and records and ensuring on time procurement reporting Support update of procurement Tracker with procurement manager and share it as part of weekly report for field offices. Leads on establishing Master Purchase and Service Agreement for the field office. Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money, transparent and documented.

Using IRC EPR system (Integra) on a daily basis and collaborate with Integra support team

Contract Management The Procurement contract Manager is responsible for managing contracts to ensure that terms & conditions, standard operating procedures are adhered to as provided by Global Supply Chain. This includes: Prepare contracts for recommended bidders. Timely renew running contracts. Monitor contract implementation to ensure suppliers adherence to contract terms and conditions Prepare and submit timely and accurate procurement report(s) to inform decision-making process. Support development and implement category sourcing strategy and supplier relation

Supplier Management The Procurement contract Manager is responsible for managing supplier relationships and performance to ensure that there is precise record keeping, and implementing procurement standard operating procedures and control This includes: Maintain suppliers file and documentation Documents supplier performance. Maintain supplier performance score cards. Compliance and Ethics The Procurement contract Manager is responsible for implementing donor rules & regulations for all procurements, Identifying and analyzing compliance risk in procurement processes through: - Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc. Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

Reporting Inputs in monthly Procurement Tracker report to senior procurement manager, Support with developing and updating procurement plans as required. Update the tracking of IRC contracts, procurement values under procurement procedures waiver Staff support Train and give a technical support to field procurement and program staff. Ensure appropriate support to field-based staff via regular site visits, producing reports with action points to monitor. Give a technical support procurement field staff to ensure that all procedures are followed and compliant with IRC policies.

Job Requirements:

Demonstrated Skills and Competencies:

Strong planning, management, and decision-making experience, with the ability to organize a substantial workload comprised of complex, diverse tasks, and responsibilities. Flexible work attitude be flexible and yet focused & reliable in an environment of changing demands Effective people and program management skills in acute emergency contexts: the ability to train, mentor staff productively under stressful circumstances

Education: Professional certification in supply chain management required and a bachelor’s degree as a strong preference. Work Experience: At least 5 years of experience in working in procurement management in multiple settings. At least 2 years of experience in working in procurement management in international organizations, institutions or corporations. demonstrated ability in sophisticated procurement and contract management; strong financial management and budgeting skills; Working experience in ERP management procurement systems Knowledge of tender process and experience in conducting tender processes Training ability; Demonstrated Skills and Competencies: High degree of flexibility, multi-tasking skills and ability to work under sometimes acute hardship conditions against tight deadlines; Strong computer and communication equipment skills, including Microsoft Office applications.

Language Skills: Excellent fluency in English & Ukrainian required

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Qualifications