Senior Procurement/Contracts Officer ( Afghan Nationals Only )

Job Description

- Support supply chain staff during all phases of contracts start-up/inception to help a smooth transition from pre-award to implementation and ensure that popper project management processes are developed. - Receive purchase request, issue PO/contract, process delivery, and process vendor payment. - Develop the sound contracts and risk management practices, taking a proactive approach to mitigate future risks. - Make sure that work is completed to a high standard and check on progress daily and work closely with field staff, quality controllers, logistics, and contractors to coordinate tasks effectively. - Support project teams with the resolution of contractual challenges such as performance issues, payment disputes, contract amendments, donor, and/or negotiations etc., escalating as appropriate to the line manager. - As required participate in program management meetings of contracts alongside project team. - Day to day follow of progress in project implementation and work confirmation with vendors and program team. - Manage invoices and follow up with the finance department to ensure timely payments to the vendors. - Provide timely updates regarding the contracts to the concerned colleagues with all the applicable details and arrangements. - Manage and document any amendments or modifications made to the contract/s. - Assess/determine and confirm any delay penalty charges, if applicable. - Keep a detailed record of the contract from start to finish/life cycle. - Recommend and manage any necessary changes to performance security in accordance with contract amendments. - Ensure adherence to the contract period and project timeline, as well as conduct visits to the project site. - Closely coordinate with vendor, field engineers, finance, and supply chain team about the project progress. - Maintaining constructive communication with contractors based on agreed terms and references. - Support responses to queries on donor and/or client compliance issues, referring non-routine and high-level compliance matters to the line manager and Compliance through the established mechanism. - Participate in Project Cycle Meeting (PCM) to provide the updates regarding each project. - Utilize the lessons learned / institutionalizing lessons learned for ensuring effective contract deliveries, within IRC. - Consolidating and updating all Master Purchase Agreements and Master Service Agreements in the contract tracker (MPA/MSA Price List Tracker) on timely manner. - Regularly sharing the tracker with all the relevant program sectors and operations units considering the updates. - Notifying the responsible and relevant units before expiry of contracts and ensuring the appropriate action is taken for renewal of the contracts or establishment of new MPAs/MSAs - Any other tasks assigned by supervisor. - Provide weekly/monthly required reports (contracts progress reports, amendment reports, expiry reports) on timely basis to the Deputy SC Coordinator and other colleagues as needed. - Share the draft copy of all the contracts with supporting documentation to the line manager for final review. - Conduct weekly meetings with the related colleagues for sharing the updates regarding the ongoing and planned contracts. - Ensure that the required documentation is regularly sent to the related colleagues/departments for the speed up of supplier payments in close coordination with line manager. - Share the possible challenges available in contracts management and administration for resolution with line management on regularly basis. - Ensure IRC’s partners related documentation is maintained including asset tracking, medicine consumption/receipt and right of use agreements etc. - Timely sharing the documented performance evaluation of suppliers with the line management.

Qualifications

- Bachelor’s degree in business management or related field. Master’s degree is preferred - 3-4 years of experience in procurement and contract management/similar position. - Understanding and practical experience of project management principles throughout the project lifecycle (pre-award to closure). - Excellent communication, influencing and interpersonal skills, including the ability to effectively manage a variety of relationships in a multicultural environment. - Strong diplomatic skills, including the ability to tailor language to different audiences and needs. - Demonstrable experience of managing contracts and projects funded by donors; BHA, FCDO, GIZ, UNICEF, ECHO, SIDA, with charity or private sector organizations. - Contracts and financial management experience with varied contract and subcontract types, including, but not limited to, cost reimbursement, time-and-materials, fixed price, framework/umbrella, and performance evaluation/management. - Experience of working with technical experts and project managers in complex project set ups. - Experience of supporting start-up/inception phases of larger contracts and negotiations with donors, government clients, and/or prime agencies. - Experience of donor and client relationship management in providing advice and best practice on contract Management. - Demonstrated ability to interpret regulations and implement actions accordingly. - Demonstrated ability to work independently, think critically, and solve complex problems with limited oversight. - Strong communications skills both written and oral in English, Pashto, and Dari. Ability to work in multi-disciplinary, cross-cultural teams. - Good IT skills (Word, Excel, Outlook).