Procurement Planning, Resources Pooling, and Shared-Office Operations (20%) (20%)

• Provide advice and approval to project managers in the development and updating of Procurement and Contract Planning (PCP) documents, and consolidate these documents at the BM level
• Identify purchases that can be shared across projects (travel, event planning, interpretation and translation, supplies, recurring services, etc.), and recommend and implement appropriate contractual arrangements (framework agreements, purchase orders)
• Monitor the Dominican, regional, and international supplier markets (players, products, prices) and establish a common supplier database for the BM, including price lists
• Contribute to the drafting and monitoring of the BM’s operational contracts (leases, maintenance, security, telecommunications and IT, vehicles, etc.), in coordination with the CAF
• Raise awareness among project teams about the Agency’s procurement and contracting procedures
• Participate in orientation briefings for new hires
• Serve as the liaison with the local law firm as needed

Logistics (40 %)

• Advise project managers on the development and review of activity planning when logistical support is required
• Contribute to the identification of logistics needs arising from project activity planning and advise teams on operational implementation (translation, transportation, flight schedules)
• Manage project logistics requests and organize meetings, forums, workshops, and project missions (kickoff workshops, steering committees, technical committees, operational committees, international forums, scoping missions, monitoring missions)
• Provide logistics support to project partners and their countries of operation
• Based on existing templates, create and regularly update documents tracking the progress of logistics tasks
•  At the request of project teams, coordinate the logistical aspects of on-site activity implementation
• Collect the required supporting documents and ensure they are properly filed (attendance lists, boarding passes, acceptance certificates)

Tenders and Monitoring of Contracts (40 %)

In accordance with the regulations applicable to Expertise France’s procurement:

• Handle procurement requests from projects and the shared-office
• Provide support for the definition of needs, sourcing, and the development of terms of reference (TOR) in collaboration with project teams
• Identify the most appropriate procurement procedure and validate the selection criteria in consultation with the project teams
• Prepare the documents and launch the procurement process (publication of notices, posting on the electronic procurement platform, etc.)
• Manage the tender process (question-and-answer sessions, amendments to the tender, review and organisation of the evaluation of applications and bids with relevant colleagues )
• Oversee administrative eligibility checks and due diligence for bidders
• Organise and support the negotiation and evaluation of bids, in coordination with the project and shared-office team
• Share tender documents, evaluation and award reports, and any other documents subject to review to the DAJ (legal department) for preliminary review, in accordance with the Agency’s processes
• Prepare, send for signature, notify the parties, and register contracts
• File legal documents for the shared-office and the projects
• Contribute to and facilitate any review of supporting documents during audits
• Develop and update tables tracking BM contracts and each project
• Advise project teams on the application of contractual clauses and contribute to defining contractual frameworks at the start of operations
• Send reminders to service providers and project teams regarding milestones, deadlines, and deliverables
• Enforce contractual penalties, as appropriate, upon approval by the Project Management Office Manager and the relevant project managers
• Draft and execute amendments and any other documents involving changes to contracts: rejection decisions, termination notices, purchase orders, confirmation of payment installments, subsequent purchase orders/contracts, deadline extensions, etc.
• Forward to the Finance Officer any document required for payment (contract compliance, certificate of service rendered)