Contract Management Coordinator

Overall purpose of the role
This is a Coordinator role within DRC specifically designed to lead internal coordination and project management of commercial contracts. This role will specifically focus on management of a short-term (7-month) contract related to humanitarian mine action in Sudan.

The key objectives of this role are:

• Primary responsibility for corporate management of the project, including project financial management, risk, governance, compliance, internal reporting and other areas of internal support.

Ad-hoc support to project leadership/personnel for effective and efficient project delivery, including quality reporting, client and team management and work planning.

Responsibilities:
Project Operations Management:

• Oversee and coordinate the work of DRC support functions, especially finance, to implement compliant and efficient processes in line with client and DRC OH requirements.
• In coordination with the DRC Project Manager, consult on workplan and associated activity-based budgeting to ensure alignment with commercial schedules and payment terms;
• Support coordination and communication between the project and DRC HQ, Regional Office EAGL and Country Office Sudan to ensure optimal cooperation and collaboration so that project delivery is supported, integrated, and follows all applicable DRC policies and processes.
• Maintain the Project Operating Manual, if applicable, that outlines project-specific processes and procedures for the implementation of the contract by DRC and all subcontractors.

Contract Compliance, Financial Management and Value for Money:

• Lead the development and submission of compliant DRC invoices to DRC’s client. This includes:
  • Working with project personnel and DRC Finance to ensure the invoice is supported by all required evidence and documentation of deliverable achievements; and,
  • Working with DRC CO, RO and HQ as necessary for approvals, documentation, submissions and subsequent downstream payments.
• Ensure DRC’s compliance with terms and conditions of DRC’s client contract, including code of conduct, security, cost eligibility and reporting.
• Oversee the set-up and management of contract budget and financial management in DRC Dynamics, including serving as Budget Holder for all related subprojects.
• With the oversight and support of the Global Commercial Advisor, develop, roll out and maintain a project financial management system, prioritising best practice for commercial contracts, ie KPI tracking, forecasting and value for money. This includes:
  • Tracking and reporting on key performance indicators to relevant DRC management, to ensure proactive financial planning and risk mitigation, through monthly submission of the Delivery Reporting Tool (DRT).
  • Leading DRC and subcontractors in regular financial tracking and forecasting, through the client templates if required; and,
  • Managing the development and submission of any budget amendment requests, including coordinating inputs from all subcontractors, DRC legal entities (CO/RO/HQ) and other concerned stakeholders.

Subcontract Management:

• Serve as the operational/compliance focal point for DRC’s subcontractor(s);
• Oversee the formal review of subcontractor invoices, including communicating feedback on behalf of DRC regarding any issues and communicate formal approval when appropriate;
• Develop and negotiate compliant subcontracts and subcontract amendments when required based on approved budget amendments;
• Coordinate with partners to ensure code of conduct compliance requirements are understood and cascaded down through the delivery chain;
• Support the Project Manager in escalating subcontract performance issues/risks to the Project Director or otherwise per signed subcontract agreement protocols; and,
• Where necessary, provide guidance to subcontractor staff on commercial contract requirements, especially where partners’ existing management systems are deemed incompatible with contract requirements.

Risk Management:

• Support the Project Director to maintain and update the project Risk Matrix, including the external/client and internal/DRC versions; and,
• When assigned, take responsibility for implementing specific risk mitigation measures outlined in either internal or external Risk Matrices.

Experience and technical competencies

• Degree in development, accounting, business management or another relevant field
• At least 3 years’ experience in international development and/or humanitarian assistance, showing progressively more responsibility for project management
• Knowledge of or experience working in the humanitarian demining sector an advantage
• Experience of working with commercial contracts client in the aid/development sector
• Specific knowledge of the UN as a commercial client a bonus
• Excellent organisational and planning skills
• Proven ability to work independently, with a clear understanding of managing and escalating risk
• Proven ability to propose creative solutions to challenges, and proven ability deliver results within a flexible and adaptive framework
• Proven capability in budget and financial management, including strong skills with spreadsheet and resource planning software
• Successful experience working within culturally and politically diverse teams and institutions, in a fluid and dynamic environment
• Excellent written and verbal communication skills, including ability to engage diplomatically

Languages:

• Excellent written and spoken English

About you
In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions
Contract: Ending January 2025. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for International staff. This position is graded at NM.F

Start Date: As soon as possible

Duty Station: Port Sudan (based in Nairobi until Sudan visa is issued)

Reports to: Deputy Country Director