Procurement and Contract Manager

Duties & Responsibilities:
• Prepare organizational and annual procurement plan of all goods, works, consulting and non-consulting needs for MHI and the project(s).
• Guide the Procurement Staff and support administration staff by preparing and providing standardized technical specifications for all common user items (including but not limited to office and IT equipment, furniture and stationary) that ensure best value for money for the MHI and the projects and are reasonably priced. Cost estimations also need to be included to match the technical specifications.
• Execute the MHI procurement annual plan or projects procurement plans. Oversee the procurement cycle from the announcement to contract award and its contract management.
• Examine the quality and quantity of the goods procurement against the requested lists and be the final authority in verification and acceptance/ rejection of goods procured.
• Manage contracts related to office rentals, vehicle rentals, repair/ servicing of IT equipment/ vehicles/ office equipment, internet services, etc for both HQ and PMU as well field offices.
• Individual Consultants (ICs): While the individual work outputs of the national and international individual consultants will be managed by the respective unit who are designated as their Client Coordinators, the contractual management with regard to time sheets, invoices, reimbursable, reports etc will be handled by procurement and contract management department. The incumbent shall make sure to maintain files for each individual consultant covering all contractual aspects of the ICs, advise management on approvals of timesheets/invoices, and respond to audit queries on the same.
• Consulting Firms: The qualitative outputs of the consulting firms will be the responsibility of the respective unit for whose support they were contracted and/or management, the timely reporting, invoice processing, reporting and other contractual requirements will be overseen procurement and contract manager.
• Liaison with Administration: Ensure the handover to Admin of all verified goods received from the suppliers contracted after payment approval for the same.
• Liaison with Finance: Ensure proper liaison with the Finance Department such that fund allocations are taken for all signed contracts, and accurate and timely payments are made against approved invoices to all suppliers, service providers, individual and firm consultants, and rentals.
• Perform other duties as assigned.