Donors Procurement & Contracts Specialist

The Micro, Small & Mediu...

Key Responsibilities:

• Prepare and review drafts of grant agreements, loan agreements, contracts, and sub-agreements to ensure accuracy, consistency, and full compliance with internal policies and donor requirements.
• Prepare all documents required for procurement processes in accordance with donor terms of reference, technical department requirements, and donor templates. Obtain the necessary approvals from the relevant authority and the donor before launching procurement, within the timelines set in the approved procurement plan.
• Prepare supplier and consultant shortlists in coordination with the International Cooperation Sector and requesting departments, using the supplier registry, technical references, or online sources within one week from receiving the request.
• Prepare procurement advertisements according to donor guidelines and disseminate them through approved channels. Draft and finalize tender documents (RFPs, RFQs, etc.) in line with donor templates.
• Prepare restricted lists and Expressions of Interest (EOIs) in coordination with evaluation committees to ensure transparency, fairness, and equal opportunity.
• Deliver tender documents to applicants within the period specified in the advertisement to ensure equal access to information.
• Organize bid opening sessions and receive technical and financial offers in the presence of the assigned committee, as per the timeline stated in the tender documents.
• Facilitate the work of technical committees responsible for evaluating technical and financial proposals based on donor criteria and evaluation forms.
• Prepare technical evaluation reports after receiving individual evaluations and notify technically accepted bidders of the date of the financial opening session.
• Prepare the final financial evaluation report in coordination with the designated committee, ensuring full transparency and proper documentation.
• Draft contracts, lead negotiation sessions, prepare negotiation reports, and ensure that contracts are signed in alignment with the terms of reference and winning proposals.
• Monitor contract implementation, including delivery schedules, quality of outputs, and payment processing, through regular coordination with technical and financial departments, ensuring timely updates of performance records.
• Ensure full responsibility for archiving and documenting all contracts, grants, amendments, and related correspondence.

Skills & Competencies:

Technical Skills

• Procurement and Supply Chain Management.
• Contract and Tender Preparation & Analysis.
• Donor Compliance, Reporting, and Coordination.
• Strong understanding of legal principles related to contracting.

Soft Skills

• Strong organizational and prioritization abilities.
• Effective verbal and written communication skills.
• Teamwork and collaboration skills.
• High level of professionalism, accuracy, and attention to detail.
• Effective communication and negotiation skills.