Contracts Specialist at International Rescue Committee

The Purpose of the Role 
 
As Contracts Specialist you are responsible for providing support and guidance on commercial contract implementation and risk management functions, with a particular focus on supporting project start-up and cost-effective commercial contract delivery. Operating in an advisory, capacity-building, and quality management role, the role will support project teams in ensuring cost-effective, compliant and responsible project delivery. In collaboration with the Senior Contract Specialists, the role will alsbe responsible for ensuring the recommendations of contract readiness implementation task group are followed, working across regions, technical units, and Airbel, and when requested providing direct support to IRC country offices.  In this role you provide support and advice autonomously but in line with parameters laid out by the Senior Contract Specialists and the Director, Awards Management, Global and in accordance with IRC and AMU systems and policies.

Scope and Authority

This position does not have budgetary or line management responsibilities.

Key Working Relationships

• Reports t0 Senior Contracts Specialist
• Works as part of the wider Programme and Grant Support team in AMU with close coordination with:
  • Director, Awards Management - Global
  • Senior Contracts & Grants Advisor, Technical Excellence
  • Regional Program Support Teams
  • Technical Excellence teams
  • Business Development team
  • Compliance & Policy team
  • Finance department on matters of financial management
  • Donor commercial focal points at FCDO, USAID other European donors

Key accountabilities

Contract management 

• Provide effective, relevant and timely advice tteams on systems and processes for managing, delivering and reporting on assigned portfoliof contracts.
• Support the creation of a strong knowledge culture of sound contract and risk management practices, taking a proactive approach tmitigate against future risks.
• Provide support tproject teams during contract start-up/inception thelp a smooth transition from pre-award timplementation whilst the full project team is recruited, and project management processes are developed.
• In collaboration with the Senior Contract Specialist and Senior Contracts & Grants Manager, provide effective, relevant, and timely advice tcountry and regional teams and Technical Excellence teams on agreed approaches for managing, delivering and reporting on commercial contracts.
• Support project teams with the resolution of contractual challenges such as performance issues, payment disputes, contract amendments, partner negotiation etc, escalating as appropriate tyour line manager.
• Support Program & Award Support staff and country delivery teams tidentify risks at the project level, establish targeted approaches tmitigate identified risks, and take a proactive approach tmitigate against future contract risks.
• Review and provide substantive feedback on commercial aspects of reports, collaborating with and ensuring input from relevant technical and financial staff before submission tthe donor.
• Support negotiations of contracts and subcontracts in collaboration with Regional Program & Award Support Team or Technical Excellence Support Team focal point. Take a proactive approach tsupport implementation of remedies tdeliver projects (targets, logframe, timeline, budget).
• Advise and train teams on processes and systems tensure partnerships with local and international partners are aligned tinternal policies.
• As required participate in programme management meetings of contracts alongside project team.
• Support responses tqueries on donor compliance issues, referring non-routine and high-level compliance matters tthe line manager and Compliance & Policy team.
• Ensure teams follow internal IRC policies and procedures (e.g., OTIS, PCM, PEERS).

Capacity building

• Participate in/deliver information/training sessions for regional and Technical Excellence teams on contract implementation.
• Support Senior Contract Specialists with institutionalizing the lessons learned process across the contract portfoliwithin IRC.

Other duties

• Travel to IRC locations for limited periods as surge support for contract start-up or gap-filling during implementation, or tprovide training tlocal teams on commercial contracts.

Experience, Skills, Knowledge and Qualifications:
 
Essential experience:

• Demonstrable experience of implementing large commercial contracts funded by DFID/FCDO, USAID, and others, either for non-profit or for-profit organisations. 
• Extensive knowledge of funding, regulations, and procedures for FCDand USAID, particularly with regards tcommercial contracts.
• Experience of working with other institutional donors and knowledge of their requirements, such as ECHO, World Bank, Sida, AfD, KfW, GIZ, etc., desirable.
• Contractual and financial management experience with various contract and subcontract types, including, but not limited to, cost reimbursement, time-and-materials, fixed price, framework/umbrella, and performance-based.
• Experience of working with and supporting technical experts in complex project set ups.
• Experience of managing complex consortia including NGOs, for profit organisations, and academic institutions.
• Experience of supporting start-up/inception phases of larger contracts and negotiations with donors.
• Experience of donor liaison and in providing advice and best practice on contract management, including financial management.
• Experience in building and maintaining relationships with senior staff across different teams and functions, including those based in other countries.

Skills and Knowledge:

• Understanding and practical experience of project management principles throughout the full project lifecycle (positioning tcloseout).
• Excellent communication, influencing and social skills, including the ability teffectively handle a variety of relationships in a multicultural environment.
• Strong diplomatic skills, including the ability ttailor language tdifferent audiences and needs.
• Demonstrated ability tcollaborate equally effectively with colleagues in ‘remote’ and diverse teams.
• Strong attention tdetail tensure own work, and work of others is of a consistent high quality in a fast-paced, demanding environment.
• Solid organizational skills; meticulous; ability thandle multiple demands, prioritize tasks and learn quickly.
• Ability twork autonomously and under remote management.
• Good IT skills (Word, Excel, Outlook).
• Fluency in French, Spanish or Arabic highly desirable.
• Ability and willingness ttravel internationally, potentially at short notice.