Contracts Officer

Job Title:                              Contracts Officer Location:                              Halba, Akkar, North, Lebanon Reporting Line:                     Senior Field Engineer Staff Reporting:                    None Job Status:                           Temporary – 6 months Job Grade:                           Grade 6 Prepared by:                        Programme Support Manager Date Prepared:                     25 August 2013 Approved by:                       Country Director     Job Summary The main purpose of this position is to oversee the preparation and management of contracts and related documents for service providers ie., construction contractors and other individuals commissioned by Concern to undertake works.  Preparation of bilingual bills of quantity, checking designs and engineering drawings is also part of this role.  The Contracts Officer will provide a vital role in helping programme and administrative staff keep documentation records, process payments and ensure contract compliance is fully documented during implementation.  The post-holder will assist in the preparation of tender documents before being launched.  Although primarily an administrative role, the post-holder will need to be an experienced civil engineer with English and Arabic who is experienced with contract preparation and contracts management procedures.     Duties and Responsibilities Prepare contracts for contracted companies and individuals according to standard formats Research costs and undertake site surveys to gather information for Bills of Quantities Prepare high quality site layout and building designs Prepare accurate Bills of Quantity for likely or commissioned works in both English and Arabic Assist local authorities to develop costed plans and priorities for infrastructure rehabilitation/repairs or construction Assist in the preparation of tender documents prior to launching Review contracts in consideration of authorised changes identify areas of contention or anticipated areas of dispute during the administration of the contract and immediately inform the Senior Field Engineer recommending mitigating actions Manage contracts with contractors by dealing fairly and effectively with disagreements and complaints In consultation with other staff, assist in investigating possible breeches of contract Undertake routine and random site visits to check quality and progress of works Maintain accurate records of interactions with contractors, files and other documentation Always work in such a way as to safeguard the integrity of the position and the organisation Provide documentation to support authorisation of payments to contractors as per agreed payment schedule Assist in the identification and assessment of contractors in the area Maintain a register of contractors including information about previous performance Assist in conducting assessments and gathering data/information as required Adhere to the standards of conduct outlines in the Programme Participant Protection Policy and Code of Conduct Support Concern’s work in Lebanon by undertaking other tasks as appropriate and required     Skills, Qualifications, Experience and Attitude Required   Degree in Engineering or related technical qualification Minimum of one years experience in construction contract management. Experience in community based approaches to construction Familiarity with the minimum humanitarian construction standards for refugees (eg., Sphere) Strong organizational skills and able to coordinate and manage a diverse array of activities and      stakeholders Excellent communication skills in Arabic Very good knowledge of written and spoken English is desirable Strong negotiation and mediation skills and ability to work independently Strong experience using AutoCAD and other engineering software Experience in site design Report writing skills and computer skills in word processing and spreadsheets Experience in conducting surveys, managing data and statistics is desirable Willingness to travel to construction sites as required Commitment to ensuring the protection of refugees Strong sense of security management and willingness to follow security guidelines and regulations Commitment to humanitarian principles and values Commitment to Concern equal opportunity and gender practices     CONCERN STAFF CODE OF CONDUCT AND PROGRAMME PARTICIPANT PROTECTION POLICY Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected from them. In this context staff has the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contractemployment. Any breach of Concern Staff Code of Conduct or the Programme participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.   Counter Terrorism Policy   ‘Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).    ‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office.   By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’