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Procurement and Contracts Administrator

Department Admin and Finance
Location Abu Dhabi, United Arab Emirates
Deadline 15 November 2022

The management of all actions that must be taken to assure compliance with the terms of Hedayah’s donor contracts, offering support in contract administration to ensure the correct equipment, material, subcontractor services, and third parties granted are ordered, purchased and/or awarded.

The Procurement and Contracts Administrator will create a collaboration and information sharing within, and across departments and third parties to further support Hedayah’s team in its mission and activities, globally. The main purpose of this position will be to manage all necessary actions/process to ensure compliance with the terms of Hedayah’s donor, as well as offering support in contract administration to the team, warranting the correct tools, material, subcontractor services, and third parties granted are efficiently ordered, or purchased, or awarded.

Send a short cover letter and CV to  hr@hedayah.ae no later than November 15th, 2022 – adding in the subject line “Procurement and Contracts Administrator”.

Key Responsibilities

  • Support team members through the tender processes for the procurement of contracts, by researching and updating teams on legal/ compliance requirements, preparing and/or reviewing draft documents and any other activity in support of these tender processes (this includes communication with third parties and preparing and sending official letters/emails with the results of the procurement process).
  • Negotiate with suppliers to obtain prices, delivery, specifications and contract duration for lower value contracts.
  • Support team members in the process of third parties’ grants awarding. This includes to be part of the evaluation of project proposals process, communicate with grantees informing on results (drafting letters and reports as per donor requirements), draft grant contracts and addenda to grant contracts when necessary.
  • Lead on improving and addressing any policy / procedure for Procurement against best practices and achieving value for money.
  • Participate and contribute to projects team meetings starting from the planning phase, ensuring notes of the several requirements are captured and shared with all the team members, throughout the course of the project.
  • Serve as a link between our legal team and the Hedayah staff, to ensure the upcoming contract are in line with the specific regulations of the donor, and as per Hedayah’s policies and procedures.
  • Initiate, develop, implement and manage contracts for the procurement of goods and services, as required by relevant team members.
  • Support Program’s teams in preparing and/or reviewing consultant contracts or other types of contracts as needed, in compliance with Hedayah’s donors and Hedayah’s policies and procedures
  • Support the concerned team members on any need in amending or extending any contract, by preparing and/or reviewing documents and ensuring these are approved and signed by the concerned team members.
  • Maintain a database of all the contracts and regularly review it.
  • Research and consolidate all the rules and regulations of Hedayah’s main donors and ensure these remain updated, based on existing Grant Agreements, procurement policies, official websites, and other types of sources of information.
  • Initiate any approval process including but not limited to procurement documents (e.g. Purchase Request Form), contracts, payment requests (e.g. Grant Payment Approvals), as required by the concerned Program or AFD team members and monitor the payment cycle approvals, in close coordination with the relevant team members.
  • Identify preferred service providers through market research on an annual basis for recurring purchases, in coordination with team members.
  • Coordinate with the Finance Team on the availability of funds for all procurements.
  • Support the Finance team and/or Program’s teams on developing budgets, developing and/or reviewing forecasts and conducting cost Analysis, as needed.
  • Preparing NDAs and other needed document, based on the needs.

Qualification & Experience

• An advanced level university degree (Master’s Degree or academic equivalent) in Business Administration, Law or related field.
• Minimum 5 years’ experience of working in procurement and contracts procedures, and grants management in an international organization and/or NGO.
• Preferably, knowledgeable on Contract Procedures for European Union External Action (PRAG).

Key Skills & Core Competencies

  • Exceptional oral and written communication skills
  • Highly proficient with Microsoft Office Suite
  • Ability to work well under pressure, proactive and efficient
  • Ability to work autonomously and in a team
  • Ability to work with stakeholders from diverse cultural backgrounds in the appropriate manner
  • Result orientation
  • Building relationships
  • Teamwork
  • Cultural intelligence
  • Communication
  • Planning and organizing
  • Problem solving
  • Presentation

Other conditions

  • Four years’ contract, renewable upon satisfactory performance and availability of funds.
  • Selected candidates will undergo a security clearance process.