وظائف شاغرة لدى منظمة ميرسي كور الدولية لتخصص الادارة او الاقتصاد

الجمعة، 19 يناير 2018


تعلن منظمة ميرسي كور في عمان عن حاجتها الى :

Contract Specialist

PROGRAM/DEPARTMENT SUMMARY: Mercy Corps is an international relief and development organization working in over 40 countries worldwide helping people build secure, productive and just communities. In Jordan, Mercy Corps has been actively working since 2003 to implement a variety of programs funded by US and European governments and private donors. The current portfolio includes programs focusing on economic opportunities and market development, water management and renewable energy, conflict mitigation and social cohesion programming, and humanitarian relief programming. Crosscutting areas of focus include access to finance, youth, and gender.

Mercy Corps recognizes the disproportionate impact of the crisis on economic and market development in Jordan, as well as associated tensions by the host community towards the refugees related to employment. As a result, Mercy Corps prioritizes economic, market development and livelihoods as part of its wider strategy focused on conflict management, youth, protection, and water and sanitation in Jordan. Mercy Corps is currently implementing several multi-year projects with economic opportunities and market development objectives from donors such as Google.org, USAID, EC, Dutch Government, Global Affairs Canada, and the UK government to enable vulnerable individuals and key market actors to build productive lives.

GENERAL POSITION SUMMARY: The Contracts Specialist will assume responsibility of development, management, and maintenance of all standard and high value commodity, works, master and service contracts of Mercy Corps’ Jordan. In addition, the incumbent of position is responsible for small value complex contracts. The contracts Specialist will play a major role in
  • ensuring the performance of contracts and facilitating supplier relations
  • handling supplier communications
  • drafting of contracts and issuing of large value (standard tenders), purchase orders and service and works contracts
  • schedule and host pre-tender meetings
  • developing, maintaining and administering supplier database and contract tracking sheets for service contracts, Purchase Orders and work contracts etc.
  • Ensuring actively and timely follow up on completion and renewal of contracts/purchase orders when needed
  • ensuring contract terms and conditions are followed
  • tracking of contract deliverables and payments
  • conducting general contract administration tasks
  • trouble shooting and avoiding bottlenecks in MC business processes related to contracts
  • advising internal clients on internal business procedure for contracts
  • assisting in development and implementation of Mercy Corp annual procurement plan
  • preparing internal financial requests and reconcile contractual payments
  • Representing Mercy Corps at contract negotiations.
Management:
  • Directly manage contract officer(s) and assistant(s), providing day-to-day supervision, ensuring compliance with Mercy Corps policies, acceptable work ethics and standards, attendance and vacation planning.
  • Set clear objectives for his/her direct reports
  • Build the capacity of Contract Officer(s) and Assistant(s)
  • Providing supervision, guidance and mentorship to the his/her direct reports
  • Provide regular feedback and formal performance evaluations
  • Follow closely the career development of his/her team members
  • Setting up training processes for all new hires and ensure that they are followed
  • Troubleshooting: finding creative and compliant solutions to complex situations
  • Supervise the cash flow projection process within the Contract Unit.
  • Manage supplier relations and communications as first point of contact, including organizing workshops, seminars, and open day for MC suppliers.
Process and Compliance:
  • Before issuing any Purchase Order, Service or Works Contract, ensure the procurement process has been completed in accordance with FP3 and donor policies.  
  • Ensure that the procurement procedures are compliant with the contractual commitments articulated in the contracts and sure that the execution of these procedures adheres to Mercy Corps’ FP3 and donor policies.
  • Draft, negotiate and supervise the finalization of subsequent Purchase Orders, service and works contracts and manage contract deviations according to MC Procurement rules and Operational Protocols.
  • 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, including conducting explanation of contract clauses to suppliers and MC staff.
  • Support Program and Engineering Units in tendering process to ensure tender documents adequately and appropriately align with the project, anticipated contractual terms and conditions, MC and donor financial rules.
  • Support program teams in finalizing the purchase requests and ensure that the specifications required by programs are communicated to the vendors in clear and accurate manner.
  • Supervise the maintenance / maintain the contract tracker for all outgoing payments and conduct a monthly reconciliation with finance records to ensure accuracy of the populated data.
  • Prepare incident reports related to contract management and support program teams in preparing explanatory notes for procurement/contract related matters.
  • Closely work with Program and Engineering to monitor the performance of contractors and report any issue, delay, compliance or safety issue to management.
  • Support Contract Management team in drafting and finalizing contracts and POs, ensure in-house visibility and awareness by distribution, and assist with interpretation of contract terms to support implementation.
  • Liaise with program team weekly to ensure that contractors are meeting their contractual obligations in terms of content and specification of goods/services provided.
  • Work with Finance to ensure adherence to broader finance and risk requirements defined in donor agreements or donor policy.
  • Ensure contracts are internally (by engineering, finance, committee members) and externally (HQ, global procurement, legal department) reviewed and all inputs are incorporated in the contract as required by MC processes.
  • Work with procurement management and procurement manager to timely sign master service and goods agreements. Remind program and operations departments to timely initiate renewal of contracts.
  • When needed coordinate with contractors, local legal attorney and HQ Legal Unit in case of disputes or any other legal issues
Systems:
  • Maintain contracts tracking sheet and regularly share with concerned program staff, supervisor and management.
  • Oversee the conduction of field visits to vendors place to ensure vendors project implementation capacities
  • Supervise the reconciliation of all supporting documents against invoices
  • Guide Contract department officers on how to prepare and process payments to relevant signatories
  • Ensure an appropriate and efficient contracts archiving system and supervise the archiving of all contract files.
  • Support contract officers to follow-up on all payments, prepare payment report to Procurement Managers and inform vendors on payment status
  • Monitor MC contractor satisfaction with placed contracts and ensure MC terms and conditions and contracting practices are adhered to by all parties.
  • Recommend changes to improve Mercy Corps processes to procure needed goods and services on an ongoing basis.
  • Ensure clean and clear transition of ongoing purchases along with all supporting documents between tendering department and contracting department and from contracting department to Finance department.
  • Work with finance department to timely submit procurement related VAT exemptions and follow-up for pending exemption issues.
Others:
  • All other activities as assigned by Procurement Manager to ensure a smooth contract management process;
  • 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 in Jordan.
Organizational Learning:  As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
SUPERVISORY RESPONSIBILITY: Contract Officers and Assistants
       REPORTS DIRECTLY TO:  Procurement Manager
ACCOUNTABILITY:  Code of conduct, position description and any assigned tasks.
       KNOWLEDGE AND EXPERIENCE:
  • Graduate degree in management, economics and related business field is desired.
  • 3-5 years of experience in large scale supply chain and /or contract management;
  • Understanding of supplier data bases and basic vetting skills
  • Prior contract management experience with donor or INGO preferred
  • Legal background will be an asset
  • Strong organizational and financial planning skills;
  • Experience in internet procurement platforms
  • Excellent English and Arabic writing skills;
  • A clear understanding of procurement ethics and donor compliance is essential;
  • Ability to interact effectively with international and national personnel;
  • Fluency oral and written English and Arabic: an asset;
  • High computer skills on MS Office programs, especially in MS Excel.
  • A demonstrated ability to multi-task and process information into action as to not delay program activities.
  • Understanding of different types of contract models and ability to analyze complex contract clauses
SUCCESS FACTORS:
  • The successful Contracts Specialist combines strong managerial skills and an ability to build and improve systems. The Contracts Specialist should be an exceptional communicator, with the ability to develop rapport with a diverse range of originators and vendors. In addition, the ideal candidate will be dedicated to Mercy Corps’ mission of helping to build more secure, productive, and just communities.
  • This position requires regular travel upon request of the Procurement Manager and/or Operations Director to program sites, vendor/contract facilities. 
  • Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, MC's policies, procedures, and values at all times and in all in-country venues.