Based in Amman, the Procurement and Contracts Manager position reports directly to the Head of Support Services (HoSS- CFT) within the Project Support Unit (PSU-USP). In addition, the position of Procurement and Contracts Manager is more broadly part of the Expertise France legal function, supervised and functionally managed by the Legal Affairs Department (LAD) and supported by the Procurement team from the Operation Direction (DO) based in Paris, France.

The PSU is made up of the procurement, logistics, finance and human resources departments needed to implement the projects, under the supervision of the Head of Support Services (HoSS – CFT)

The main task of the Procurement and Contracts Manager is to secure the legal commitments/acts entered into by the PSU and to provide his/her expertise to all PSU departments as and when required.

In liaison with the LAD and DO, with the help of his/her team and within the framework of the rules and procedures adopted by the Agency, the Procurement and Contracts Manager:

-          provides 1^st level advice to projects on the expression of needs, contracting, procurement techniques and implementation monitoring

-          ensures, optimises and consolidates the programming of the procurement procedures for which he/she is responsible by drawing up Contract Awarding Plans (CAP); 

-          organises the “procurement optimisation” of the programmed requirements for which he/she is responsible, using any useful approach (benchmarking, sourcing, establishment of a supplier base, purchasing mapping, use of any pooling mechanism, etc.)

-          implements all contracting and procurement procedures relating to the PSU’s own needs and its portfolio of projects, and is notably responsible for:

o   preparing tender documents in conjunction with technical specifiers,

o   publication of notices,

o   review of bids,

o   organising and supervising the assessment of applications, bids and project proposals received, in conjunction with the experts of the prescribing services,

o   finalising, contracting and notifying contracts,

o   recording contracts in the information systems

-          monitors the contractual performance of these contracts and makes any necessary contractual modifications (amendments, formal decisions, purchase orders, service orders, etc.).

In liaison with the LAD, Logistics from DO and the Expertise France compliance department, the Procurement and Contracts Manager must ensure that the contracts signed by the Country Director are legally compliant with the applicable French regulations (notably the French Public Procurement Code) and with all procedures and best practices defined by the Agency. He/she also complies with the internal compliance system and all measures to prevent fraud, corruption and all other forms of malpractice.

To this end, the Procurement and Contracts Manager:

-          is familiar with all rules applicable to the awarding of contracts by the Agency and keeps abreast of any updates;

-          provides a permanent link between the PSU and the LAD and, insofar as necessary, with all other departments reporting to the Agency’s legal function (Procurement Contract Unit based in Paris, PSU based in other countries, etc.);

-          participates in all bodies and other committees relating to the Agency’s legal function (LAD+ Network, Documentation committee, Internal training courses, working groups, etc.);

-          forwards to the LAD for prior checking, in accordance with the Agency’s processes, the consultation files and other evaluation and award reports and any other documents produced in the course of the award of the contract under review;

-          contributes to and generally facilitates any control or audit of his/her department and the activities to which he/she has contributed.

The Procurement and Contracts Manager will ensure that his/her department is organised efficiently for the benefit of projects, combining adherence to the activity schedule with legal compliance.

The Procurement and Contracts Manager assists the Head of Support Services in managing the legal activities of the projects and the office.

He/she supervises the procurements of the office and projects.

He/she is responsible for the office’s purchasing and legal reporting.

He/she serves as the interim Head of Support Services on legal matters in the event of absence.

He/she steers and manages activities relating to the contract management information system and participates as necessary in the roll-out of new contract management tools.

MISSIONS: The main tasks entrusted to the Procurement and Contracts Manager are the following:

Supervision of order processing and implementation of the procurement process in accordance with the applicable regulations and the Expertise France procurement and grant regulations

• Receive, check and process purchase requisitions
• Oversee the monitoring of purchase requisitions and the progress of order processing
• Provide support to buyers for the completion of purchases, and the drafting of contracts
• Approve purchasing/grant applications and related contracts
• Draft invitations to tender and contracts requiring internal approval (coordination and head office) in accordance with the regulations applicable to Expertise France, notably the rules governing public contracts and subsidies
• Oversee the implementation of purchases, ensuring compliance with the applicable rules
• Draw up procurement plans for each project in conjunction with operational staff and supervise their updating
• Centralise the purchases of durable equipment and have them validated by the Head of Support Services before being sent to the dedicated head office department
• Ensure that purchasing files are complete and archived in accordance with internal procedures
• Support the teams in drawing up tender documents and monitoring proper execution, in particular of works contracts, while complying with the rules specific to contract of this type (public procurement code, CCAG, construction law, etc.)

Awarding and supervision of grants in accordance with Expertise France rules

• Supervise calls for proposals in conjunction with operational staff;
• Contribute to the drafting/revision of grant awarding guidelines, in conjunction with the responsible project team members, and ensure their publication in accordance with the appropriate rules;
• Receive and open bids, organise assessment committees and serve as the contact person for the drafting of analysis grids and conclusions, supervise discussions and respond to bidders within the required time limits;
• supervises the assessment and selection of beneficiaries in accordance with the Agency’s procedures;

Contract performance monitoring

• Monitor and ensure compliance with contractual conditions: deliverables (interim and final narrative and financial reports)/deadlines in liaison with the operational team, and check / validate payment instalments;
• Ensure that beneficiaries comply with EF rules;
• Set up grant management tools in conjunction with the finance department and the Head of Support Services;
• Train beneficiaries in EF and donor rules if necessary;
• Participate in audits of beneficiaries on legal aspects.

Supervision of office procurements in conjunction with the purchasing teams

• Capitalise on price lists and supplier lists, as well as the documentation in use (import-export, exemptions, taxes, etc.);
• Perform an analysis of the purchasing environment at national level;
• Oversee the consolidation of procurement forecasts and ensure that procurement files are properly compiled throughout the office;
• Oversee the selection of suppliers, negotiation of prices, delivery times and terms;
• Monitor relations with suppliers in conjunction with buyers.

Management

• Prepare the schedules of the procurement teams under his/her responsibility;
• Assess the performance of staff under his/her direct supervision;
• Supervise the successful completion of his/her team’s schedules;
• Train purchasing teams on the procedures;
• Organise training workshops on themes according to identified needs;
• Take part in briefings for new arrivals.

Capitalisation / Reporting / Representation

• Develop and implement internal tools to ensure compliance with contractual conditions, notably in terms of deadlines and deliverables;
• Remind service providers and the project’s operational team of milestones, deadlines and deliverables in order to ensure compliance with the contract terms;
• Working with the Head of Support Services, prepare monthly contract and procurement reports;
• Participate actively in the drafting of project developments and donor reports;
• Supervise the archiving of legal and procurement documents for the office and projects;
• Liaise with the law firm if necessary;
• Participate as necessary in projects launched by the LAD.