Contracts Management Specialist

Job Title: Contracts Management Specialist

 Duty Station: Port Sudan – Country Office

DRC Sudan

DRC has been present in Sudan since 2004, delivering life-saving programming in protection, emergency response, shelter, food security and livelihoods, disaster risk reduction, camp management, and humanitarian mine action. DRC has implemented projects in Central Darfur, South Kordofan, Gedaref, Port Sudan, and White Nile.  Sudan hosts one of the largest displaced populations in Africa, with over 3.7 million internally displaced people and over 1.1 million refugees from South Sudan, Ethiopia, Eritrea, Central African Republic, Chad, Yemen and Syria. Against a background of political crisis, Sudan faces economic and social turmoil, with sharp increases in food and energy costs, further exacerbated by disease outbreaks and ongoing conflict.

Overall  Purpose of the Role :

This is a Junior Project Management role within DRC specifically designed to support internal coordination and project management of commercial contracts. This role will specifically focus on supporting the Contract Manager with managing a 12-month contract related to humanitarian mine action (HMA) in Sudan. In addition, the role will support with other HMA project in Sudan, both commercial and grants.

The key objectives of this role are:

• Support with corporate management of the project, including project financial management, risk, governance, compliance, internal reporting and other areas of internal support like document control and quality management.

Ad-hoc support to project leadership/personnel for effective and efficient project delivery, including quality reporting, client and team management and work planning.

Responsibility and Tasks:

Responsibilities:

 Project Operations Management:

• Coordinate the work of DRC support functions, especially finance, to implement compliant and efficient processes in line with client and DRC OH requirements.
• Support coordination and communication between the project and DRC HQ, Regional Office EAGL and Country Office Sudan to ensure optimal cooperation and collaboration so that project delivery is supported, integrated, and follows all applicable DRC policies and processes.
• Maintain the Project Operating Manual, if applicable, that outlines project-specific processes and procedures for the mplementation of the contract by DRC and all subcontractors.

Contract Compliance, Financial Management and Value for Money:

• Support with the development and submission of compliant DRC invoices to DRC’s client. This includes:
  • Working with project personnel and DRC Finance to ensure the invoice is supported by all required evidence and documentation of deliverable achievements; and,
  • Working with DRC CO, RO and HQ as necessary for approvals, documentation, submissions and subsequent downstream payments.
• Ensure DRC’s compliance with terms and conditions of DRC’s client contract, including code of conduct, security, cost eligibility and reporting.
• Support with monitoring of the budget
• With the oversight and support of the CM, monitor a project financial management system, prioritising best practice for commercial contracts, i.e. KPI tracking, forecasting and value for money. This includes:
  • Tracking and reporting on key performance indicators to relevant DRC management, to ensure proactive financial planning and risk mitigation, through monthly submission of the Delivery Reporting Tool (DRT).
  • Support with the development and submission of any budget amendment requests.

Subcontract Management:

• Support CM with coordinating with DRC’s subcontractor(s), following up their deliverables and quality control.
• Serve as the operational/compliance focal point for DRC’s subcontractor(s);
• Support with payment process of subcontractor invoices

Risk Management:

• Support the CM to maintain and update the project Risk Matrix

Experience and technical competencies: 

• At least 3 years’ experience in project/ program management
• Good organisational and planning skills
• Good written and verbal communication skills, including ability to engage diplomatically
• Skills and experience in project/program planning, delivery, monitoring, reporting, review and evaluation
• Knowledge of or experience working in the humanitarian (demining) sector an advantage
• Experience of working with commercial contracts client in the aid/development sector an advantage
• Ability to work independently
• Ability to propose creative solutions to challenges, and ability deliver results within a flexible and adaptive framework
• Capability in budget and financial management, including strong skills with spreadsheet and resource planning software

Experience working within culturally and politically diverse teams and institutions, in a fluid and dynamic environment an advantage

Education: (include certificates, licenses etc.)

• Degree in project or business management or another relevant field

Languages: (indicate fluency level)

Excellent verbal and written English.

Comptencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.  
• Collaborating: You involve relevant parties and encourage feedback.  
• Taking the lead: You take ownership and initiative while aiming for innovation.  
• Communicating: You listen and speak effectively and honestly.  
• Demonstrating integrity: You act in line with our vision and values.

We offer

Contract length: 12 months

Level:  Non – Manager, G1

Salary range: USD 1762 – 1985

Location: Port Sudan – Country Office

Expected Start date: As soon as possible

Note: Female candidates are highly encouraged to apply:

Application process:

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note.

Applications Closing Date: 2 /12/2024

Need further information?

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.

For further information about the Danish Refugee Council, please consult our website www.drc.org