Procurement & Contract Officer

ABOUT GCA

The Global Center on Adaptation (GCA) is an international organization with the vision of helping countries adapt to climate impacts. We will achieve this vision by working as a solutions broker to catalyse action and support for adaptation solutions, from the international to the local, in partnership with the public and private sector, to ensure we learn from each other and work together for a climate resilient future.

GCA is a fast growing organisation with its headquarters in Rotterdam, the Netherlands, with a Research and Innovation hub in Groningen and with regional offices in Abidjan, Bangladesh and Beijing. GCA’s global strategy is implemented under three pillars of Knowledge, Programs, and Advocacy.

ABOUT THE ROLE

Overview

This role is within the Finance & Operations directorate, that supports and facilitates the organisation globally. As the Procurement & Contracts Officer you will be advising and supporting the teams in fulfilling their procurement needs in accordance with GCA policies, donor regulations and complying with applicable (EU) laws. To deliver the program strategy and implement projects, the Program Leads and Researchers need to frequently procure services and following the most appropriate procurement approach for each project is vital.

As the Procurement & Contracts Officer you will be responsible to execute a variety of upstream procurement-based activities to ensure the on time release of tenders, providing clear guidance to internal clients on the most effective and eligible procurement path through to overseeing the performance of contracts. You will ensure an efficient and effective procurement function, including the support of requestors during the entire procurement cycle. Under the management of the Director of Finance & Operations, you will act a critical focal point for colleagues from all directorates and all regions.

Areas of responsibility

1. Hands-on support and advice

• Supporting the Program Leads and Leadership Team with the identification and planning of procurement needs through GCA’s procurement plan, taking into account the relevant project needs, time lines, risks and value for money.
• Review, analyse and draft GCA solicitation documentation for RFQs/ RFPs/ITTs/according to project needs, GCA procurement rules, improving synergies with projects and commercial partners, removing risks and ensuring best value for money.
• Providing proactive advice, clear guidance and support to procurement requestors and selection committees during each step of the procurement process.
• Managing the tender process for each GCA procurement through the procurement and contract cycles to close out.
• Ensuring GCA procurement and financial rules are implemented and adhered to.
• Performing procurement administration and contract management, including sending notifications of expiration dates and contract extensions.
• Assist in drafting contracts and purchase orders and other legal instruments.
• Negotiate contracts to ensure the interests of GCA are paramount.
• Maintain an up-to-date contract administration in ERP system, Unit4.
• Ensure integrity and composition of critical documentation for audit purposes.
• Interact and manage supplier performance through SLAs and maintain the GCA supplier platform.
• Ensure legal compliance by monitoring and implementing applicable laws and donor regulations.
• Handling and mediation of procurement complaints and issues.
• Perform day-to-day procurement activities, support, provide required reports and trouble shoot to avoid internal bottlenecks.

2. Continuous improvement

• Maintaining and revising the organisation’s procurement policies, procedures and processes to ensure the efficiency and effectiveness of the procurement function.
• Establishing various initiatives to enhance the efficiency and effectiveness of the procurement roster, such as a roster of consultants with specific expertise, vendor management, general conditions, SLA and framework contracts.
• Monitor relevant developments in procurement and pro-actively propose ideas, solutions and pre-empt issues to continuously develop the procurement function.
• Update and manage GCA procurement plan