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Position summary:

The Anna Lindh Foundation is seeking to appoint a Procurement and Contracts’ Manager as a new member of its management team. We are looking for a dynamic professional who shares our values and is passionate about scaling-up the impact of intercultural action and voice across the Mediterranean region. The Procurement and Contracts Manager will be in charge of developing and updating the Foundation’s procurement and contracting rules and procedures in line with EU guidelines, related applicable laws and international standards for adequate systems of internal control. Will be responsible for concluding and managing contracts, handling tenders and undertaking all preparatory and procedural work related to the launch, evaluation and the award of ALF contracts through calls and other granting schemes.

Context and environment:

We are currently living in a historical era in which mistrust and polarization between societies are rising and with renewed challenges posed by the world Covid-19 pandemic. In this context, the Anna Lindh Foundation firmly believes that:

• We need alternative narratives to fight extremist discourses and radicalizations. That is why we empower young voices by providing platforms for young people to build together more open, inclusive and resilient communities;
• We need more inclusive and empathetic societies to fight the lack of trust and intolerance. To do so, we introduce impactful research on international policymaking. We provide a unique understanding of conflict dynamics through research, media dialogue and opinion-leadership;
• We need to build a culture based on dialogue and exchange. By leading our civil society network, we bring together and inspire other civil societies, multiplying the impact of our programming in that way;
• We need to contribute to the new thinking for the development of a model of sustainable prosperity based on the exchange among civil society and youth across the EuroMed region with a view to contribute to the respect of the environment and making use of new technologies and adapt to changing contexts in the region.

Key Responsibilities:

Contributing to the overall Foundation’s implementation strategy as a Manager responsible for Procurement and Contracts.

Procurement Management:

• Developing and updating ALF’s Procurement and Contracting rules, procedures and the related manual for adequate systems of internal control based on the EU and donors' regulations;
• Developing and delivering training in procurement and contracting procedures to the staff;
• Ensuring the proper implementation of the Foundation activities in line with the internal manual as well as the contract with the EU with respect to the procurement cycle and procedures for services and supplies;
• Advising on the proper tendering procedures required for proper implementation of the ALF work plan in light with the EU rules and applicable procedures and proceed with the needed tenders;
• Ensuring the process of preparing tender dossiers, assuming responsibility of all preparatory and procedural work related to the launch, the evaluation and the award of services and supply contracts, through call for tenders, serving as chairperson for evaluation committee meetings and announcing the awarded contracts, contracting the awarded contractors, and following up contract management till the expiration of the contract;
• Reviewing and ensuring publication of procurements’ advertisement notices where applicable;
• Providing additional information before the deadline for submission of offers/tenders and coordinating responses to applicants’ enquiries as appropriate;
• Undertaking the necessary arrangements for holding the Evaluation Committee meetings for tenders;
• Communicating the necessary notifications in line with the results of the evaluation process to successful as well as unsuccessful tenderers;
• Contracts’ preparation in compliance with current policies and procedures;
• Serving as a designated point of contact between the ALF and its beneficiaries for contractual transactions;
• Monitoring progress of contracts implementation to ensure that it abides by the stipulated standards, procedures and planned procurement timetable and process addendums if required;
• Monitoring the financial aspect of the awarded contracts and effective financial implementation;
• Verifying or checking the financial reports submitted by contractors and submit financial visa for the release of related payment;
• Reviewing, approving and monitoring procurement circles;
• Maintaining an efficient control and records of ALF procurements and contracting process/files.

ALF Heads of Networks contracts Management:

• Advise on model for providing support to the Heads of Networks of the Foundation in close coordination with ALF concerned units;
• Undertake all preparatory and procedural work related to contracting the Heads of networks according to the procedures and approved work plan;
• Contract management: Serving as focal point for contractual and financial aspects of the contracts with the Heads of Networks, processing addendums, following up on financial reporting and conducting the financial assessments of the financial reports, providing the financial visa for effecting the payment;
• Provide any needed contractual advice to the Network team in relation to the contracts and reporting;
• Maintain proper records of all contracts, correspondences with networks and reporting documentation as well as the call documentations (Launch, evaluation and contract management);
• Participate in capacity building to ALF Networks including developing training guidelines on contract management and reporting.

Sub-granting Scheme Management:

• Developing the guidelines for calls in relation to the contractual and financial requirements and related annexes in close coordination with other ALF units in line with EU procedures and applicable rules;
• Undertaking all preparatory and procedural work related to the launch, the evaluation and the award of ALF contracts through calls and other grant schemes according to the ALF work Plan;
• Preparing contract dossiers in compliance with current legislation, policies and procedures;
• Contract management: serving as focal point for contractual and financial aspects of the contracts, processing addendums, following up on financial reporting and supervising the financial assessments of the financial reports and supporting documents for processing the payments;
• Maintain proper records of all contracts, correspondences with beneficiaries and reporting documentation as well as the call documentations (Launch, evaluation and contract management);
• Participate in capacity building to the beneficiaries related to contractual and financial aspects including developing training guidelines on contract management and reporting.

General Coordination:

• Leading the procurement and contracts staff in processing duties, plans and allocating work assignments, reviewing and approving work prior execution. Supervising and transferring to them professional knowledge and skills through mentoring;
• Collaborating with the Units to ensure coherent planning for the required procurements necessary for the implementation of the work plan. Based on the input received from the Units, preparing procurement plans and monitoring plans in order to expedite work plan implementation;
• Collaborating with Finance to review budget reallocations and assess its impact on the work plan activities;
• Responsible for the follow up with the external audit bodies in relation to the implementation and documentation of the procurement, contracts, tenders and sub-granting procedures; and
• Contributing to the effective internal circulation of information within the staff and implementation of the internal project management system in coordination with the unit.

Location of Work: This position will operate from Alexandria, Egypt.
(Due to the situation related to the pandemic Covid-19, the Procurement and Contracts Manager might start working from remote, this to be decided by the Foundation at time of contracting according to the pandemic situation).
Start Date: The Provisional starting date is May 2021.
Contract Duration: Till 31 October 2021 as a first stage in line with affiliated EC contract, renewable for 3 years based-on availability of funds and performance assessment.

Eligibility of Applicants:

In order to be eligible, Applicants must be nationals of one of the 42 (UFM) countries: (Albania, Algeria, Austria, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Jordan, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Mauritania, Monaco, Montenegro, Morocco, Palestine, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, The Netherlands, Tunisia, Turkey and the United Kingdom.

Profile:

We are looking for a dynamic, self-motivated individual with solid experience in procurement, tendering, contractual rules and granting scheme of EU, related applicable laws and international standards. Strong research and negotiation skills.

Education:

• A Bachelor’s Degree in law or/Commerce and/or business management or a related field. A Higher degree is considered added value.

Experience: 

• At least 7- years of work experience in a similar post in EU funded programs. More years of experience is preferred;
• Experience in conducting EU tendering procedures for services and supplies including contract management;
• Experience in conducting EU Grant procedure from launching till contract management;
• Demonstrated experience and deep knowledge of EU procurement, grants and contractual procedures (EU PRAG);
• Demonstrated experience in the management of EU funded projects and procedures;
• Experience in elaborating/updating Manual of Procedures with respect to Procurement and contracting rules in line with EU rules, related applicable laws and international standards;
• Experience in team leadership and management;
• Demonstrated capacity in writing high quality programmatic reports.

Skills and Knowledge:

• Knowledge of the general context in the Euro-Med region;
• Deep and up to date knowledge of EU laws and procedures related to procurement, tendering, grants and contracting rules;
• Knowledge of international and applicable contractual laws;
• Demonstrable ability in reporting, analysis and data collection;
• Proficient knowledge of standard computer software (MS Word®, Excel®, PowerPoint and Outlook®). Knowledge of other project management tools will be considered an asset;
• Excellent written and oral English skills.

Interpersonal qualifications:

• Possess strong research and negotiation skills (both verbal and written).;
• Analytical and good communication skills;
• High degree of initiative, flexibility with a lead for and drive for results;
• Leadership and coordination skills, communicate with a diverse workforce and members of the ALF of different backgrounds. Cultural sensitivity;
• Ability to maintain professionalism, creativity, and enthusiasm while working in a fast-paced, diverse environment with minimal supervision;
• Ability to work under pressure, high commitment to deadlines in a rapidly changing environment. capacity to prioritize assigned responsibilities;
• Willingness to travel on short notice within the Euro-Med region.

Assets:

• Experience working in a Southern Mediterranean country an asset;
• Working competence in French is preferred and capacity in Arabic is an asset.

HOW TO APPLY?

Interested candidates should submit the following documents to this email account CallPCM.ALF@bibalex.org (Please indicate clearly in the email subject the post you are applying for). You will receive an automatic reply confirming receipt of your email.

• Complete and submit the attached application form;
• Current CV in English of no more than 5 pages should be uploaded, using the format: https://europa.eu/europass/en;
• Cover letter (one page focused on motivation, we encourage you to describe/focus on how your education, experience and skills match our requested profile as stated in this call);
• Optional additional components such as reference letters.

This position will close on: Wednesday 10 March 2021 by midnight Egypt-time.

No applications will be considered after the deadline mentioned above.

Only applications invited to interview will be contacted.

this job offer is not open for applications