Contracts Manager

Mercy Corps, Gaziantep, Turkey

Skill Required:, Monitoring and EvaluationProject/ Programme Management
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
4th August, 2015


Job Description

ESSENTIAL JOB FUNCTIONS:

Strategy and Vision

  • Contribute to the country strategic planning process.
  • Provide support and supervise Contract Management unit in Mercy Corps North Syria Mission.
  • Participate in problem solving with contracts and demonstrate in written to reflect contracts performance.
  • Read all program proposals and effectively contribute to program implementation and development

Team Management

  • Ensure that Contract Management Unit staff are properly trained to perform excellence.
  • Work closely with program management to facilitate program planning and upcoming contract implementation needs.
  • Liaise with Tendering Unit for drafting and negotiations of the contracts.
  • Support Tendering Unit in tendering process to ensure invitational documents adequately and appropriately align with anticipated contractual terms and conditions.
  • Assist and advise Operations Manager to establish procurement norms and strategies.
  • Assist teams in understanding their roles and responsibilities in terms of interaction with operations.
  • Liaise with programme teams regularly to ensure their needs are being met in terms of purchases and contractual obligations.
  • Manage and work with quality control team to ensure that contractors are meeting their contractual obligations in terms of content and specification of goods provided.
  • As needed, provide guidance on contract matters to project managers or operational staff, including training to new project managers and other employees in contracting practices and procedures.
  • Work with Finance to ensure adherence to broader finance and risk requirements defined in donor agreements or donor policy.
  • Be responsible for full and proper implementation of Mercy Corps systems of procurement and contract management, compliance and control as described in Mercy Corps field manuals contained in the Office in a Box.
  • Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.

Operations Management – Contract Management

  • Oversee major functions of contract management and execution.
  • Serve as the MC point of contact on contractual matters for major vendor contracts.
  • Manage a transparent and fair supplier contacts.
  • Develop a detailed and time bound project procurement plan implementation for each vendor during commodity deliveries.
  • Monitor and shepherd review, approval, reconciliation, and amendment processes to ensure timely movement of contract actions through the MC workflow processes.
  • Liaise with vendors on troubleshooting contractual obligations and demonstrate communications in writing.
  • Liaise with finance (both Turkey and HQ) to ensure compliance of contract implementation with Mercy Corps and donor requirements.
  • Reconcile documents such are invoices and waybills with Mercy Corps GRNs and other data before submitting payments to finance.
  • Process payments to finance for contracts based on payment terms and conditions.
  • Advise when specific tenders and market-testing exercises need to be conducted, and provide commercial advice, assistance and/or leadership of these exercises.
  • Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, and assist with interpretation of contract terms to support implementation.
  • Develop contract management system including control mechanism for monitoring of implementation as well as for troubleshooting contractual obligations.
  • Prepare cash monthly cash projections for on-going contractual obligations.
  • Monitor transaction compliance (milestones, deliverables, invoicing, etc.).
  • Monitor contract close-outs, extensions and/or renewal.
  • Prepare necessary documents and justification in case of contract terms are to be changed during implementation.
  • Prepare amendments to contracts as necessary to reflect changes in contract terms and conditions.
  • Provide regular reviews and updates on status of ongoing contracts to Expanded Strategic Management Team.
  • Adapt language in standard Mercy Corps contract templates to create new contract templates that meet the specific needs of the MC Turkey office.
  • Maintain up-to-date knowledge on relevant country business norms, legal conditions, and customs, and ensure this information is incorporated in contract agreements as required.
  • Coordinate closely with Mercy Corps headquarters staff to secure additional technical, financial, contract, and legal support as needed.
  • Develop and implement procedures for contract management and administration in compliance with Mercy Corps and donor policies. As appropriate, contribute to or influence company policies.
  • Conduct field visits to vendors place to ensure vendors project implementation capacities remains strong
  • Monitor vendor satisfaction with our terms and conditions and contracting practices.
  • Recommend changes to improve Mercy Corps ability to procure needed goods and services on an ongoing basis.

Personal Leadership

  • Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.

Representation

  • Interface with vendors and suppliers for coordinating supply chain and commodity delivery via the appropriate communication channels.
  • Communicate with vendors in a manner consistent to the program team in terms of paperwork and documentation of goods.
  • Establish and maintain productive and transparent relationships with all stakeholders, vendors, suppliers, etc.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

KNOWLEDGE AND EXPERIENCE:

  • At least 5 years of field experience in Contract Management, Procurement, Administrative or Logistics support functions with a humanitarian non-governmental organization.
  • Experience setting up and managing contract management, procurement and/or tender management systems.
  • Minimum of two years’ experience in humanitarian assistance field emergency/relief settings.
  • Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.
  • Excellent English writing and communications skills are required.
  • Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff.
  • Effective verbal and written communication, organizational, prioritization and computer skills in Microsoft Office applications.
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • Critical to demonstrate successful written communication with vendors and address issues to be reflected in contract management systems.
  • Proven ability to solve problems independently without direct supervision.
  • Knowledge of Arabic and/or Turkish desirable.
  • Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps Procurement and Logistics systems) highly desirable.
     

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