Senior Procurement/Contracts Officer ( Afghan Nationals Only )

Requisition ID: req45733

Job Title: Senior Procurement/Contracts Officer ( Afghan Nationals Only )

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kabul, Afghanistan

Work Arrangement: In-person

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 IRCs 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

• Bachelors degree in business management or related field.  Masters 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).

Compliance with Policies

• 
  Compliance with the IRC WAY (our standards for professional conduct) is a responsibility shared by all involved in delivering on the IRCs mission. We must abide by the IRC Way and Safeguarding Policies all the time. 
• The IRC has zero tolerance approach to the IRC Code of Conduct including safeguarding violations being committed by its staff, consultants, contractors, volunteers, interns, suppliers, vendors, sub-grantees/partners, implementing partners or any other associate.