Procurement and Contracts Officer

Job Title

Procurement and Contracts Officer

Duration

One-year fixed term contract with possibility of extension

Location

Kathmandu, Nepal

Job Profile

MacDonald is an employee-owned management, development and engineering consultancy serving the public and private sector around the world, with more than 16,000 staff worldwide. 

Our International Development Services Unit, IDS, operates portfolios within the international development sectors of Environment, Climate, Water, Roads, Rural & Urban Development, Education, Health, Social and Economic Development in over 40 countries. Together we implement and manage projects in developing countries and emerging economies around the world, supporting national governments and municipalities in policy, planning, project design and delivery. We are committed to support the United Nations Sustainable Development Goals and to provide our expertise to improve the lives of people in need.

Project Description

Mott MacDonald is managing the DFID-funded programme: ‘Purnima: UK Support to Post-Earthquake Recovery in Nepal’ in four Districts (Gorkha, Dhading, Nuwakot, and Rasuwa). This programme aims to achieve long-term positive change in the lives of people in earthquake-affected regions of Nepal.

The implementation phase of the programme commenced in July 2018 with a 4.5-year duration. It comprises five Output Areas:

1. Support and capacity building to Government at central, district and local level in reconstruction planning.
2. Reconstruction of rural infrastructure, including water supply, foot trails, footbridges, schools, public buildings, and potentially other types of infrastructure.
3. Analysis of, and interventions to address, constraints to the private sector, including access to finance, supply of labour, materials and transport in the construction sector.
4. Mobilizing and managing a Challenge Fund to leave no-one behind in the reconstruction effort.
5. Monitoring, evaluation and learning.

These five outputs are grouped into two thematic areas: “build back better” and “leave no one behind” so that reconstruction benefits everyone and they are in a better state than before the earthquake. Mott MacDonald is working with national and international partners, with large parts of Output being directly implemented by NGOs through a series of grant agreements.

The Procurement and Contracts Officeris responsible for ensuring that all contractual and procurement aspects of Purnima are compliant. S/he will be based in the Mott MacDonald Sanepa Office. The role is predominantly administrative.

Job Description

Reporting to the Senior Operations Manager, the Procurement and Contracts Officerwill be required to:

• Responsible for drafting, issuing and administering sub consultancy contracts and supplier contracts to ensure accuracy, quality and compliance with MM procedures and templates;
• Ensure all services procurements and tenders comply with the MM Procurement Manual and MM STEP processes;
• Support technical staff to ensure they follow the correct procurement and contracting procedures
• Update and maintain the procurement and contract databases in a rigorous, timely and accurate manner
• Manage administration of ongoing contracts of downstream suppliers and sub consultants, in close collaboration with Senior Operations Manager and Purnima Technical Leads;
• Ensure compliance with DFID and MM polices in procurement of goods and services;
• Ensure compliance with MM Conflict of Interest procedures during all procurements
• Complete all required due diligence processes for sub consultancy agreement and third-party suppliers, including collection of relevant certificates, Exiger Insight due diligence and project due diligence processes;
• Ensure all procurement & contract related documents and correspondence are properly filed in the SharePoint per audit requirements;
• Support in implementation of strong fiduciary risk management of Purnima’s delivery chain (downstream suppliers), including regular financial monitoring, due diligence, ethical training.
• Support the Senior Operations Manager in updating the project procurement plan on a regular basis
• Support in Operation of the Mott MacDonald Business Management Systems (STEP) procedures, including health, safety and security as required by Mott MacDonald for the project;
• Facilitate payment procedure for downstream suppliers and sub consultants;
• Promote strong work ethic, good governance and anti-corruption behaviour;
• Other administrative tasks as required

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.

Candidate Specification

Skills

• Minimum of 10 years’ experience in administration;
• Excellent writing skills in English
• Excellent attention to detail and ability to work autonomously
• Excellent oral and written communication skills in English and Nepali;
• Experience in administration or project management for a development consultancy highly desirable
• Experience of contract and procurement compliance and administration
• Experience of working for an international organisation,
• Ability to liaise efficiently with individuals and organisations;
• Ability to use computer systems and standard office software reliably;

Qualifications

• Minimum Bachelor’s degree in public administration, project management, humanities, or other related area