Contracts Coordinator

7 months ago

Edinburgh, United Kingdom Mercy Corps Full time

**Location**:Edinburgh, UK or The Hague, Netherlands

**Position Status**:Full-time, Regular

**Salary: UK**:Starting salary for this role will be 31,120 GBP
- **NL**: 36,720 EUR

Offer will be commensurate on experience

**About Mercy Corps**
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

**The Team**
Mercy Corps Europe (MCE) has grown rapidly in terms of volume of activity and complexity. With offices in Edinburgh, London, Geneva and The Hague, we now attract over £90m in annual income. The breadth and impact of our programmes makes Mercy Corps a unique and truly rewarding place to work. Our teams are proud of what we achieve in the field and we are always looking for talented individuals who share our passion and commitment.

**The Position**
The Contracts Coordinator (CC) will provide essential administrative support to the Senior Contracts Manager (SCM), the Compliance Adviser (CA), the wider Contracts team and as well as Desk and Field teams, in order to strengthen our portfolio of contract funding (as opposed to grant funding).

The CC will contribute to three broad areas: pursuit of new business and bid development; support to implementation of live contracts; and our overarching strategic approach to contract funding. Each of these allow the contracts team to support Mercy Corps’ European Strategic Plan, and, in turn, our global strategy Pathway to Possibility (P2P).

As we begin an intentional expansion of our contract work - to include new donors across Europe - this is an exciting time to join the contracts team and be a meaningful part of developing our contract portfolio and expertise.

Reporting to the Senior Contracts Manager, the CC will work with a variety of other HQ Programme units and other departments, including Compliance, Finance, People & Strategy, Legal, Policy and Advocacy, Mercy Corps Counterparts at MC HQ offices in Europe; MC donors and partners.

**Essential Responsibilities**

**Opportunity identification and positioning**
- Undertake donor research and identify appropriate funding opportunities from donors, creating concise summaries of the key information and disseminating appropriately.
- Reviewing donor guidelines and carrying out eligibility checks for new funding opportunities identified, and initial liaising with HQ Desk Teams (and, where appropriate, Country Teams) on opportunities.
- Keeping abreast of other peer/competitor organisations activities related to new funding opportunities (e.g. job adverts).
- Maintain an up-to-date tracker on funding opportunities.
- Participate in communication with potential partner and competitor organisations during any positioning for opportunities.

**Bid Development**
- Monitoring donor websites and portals for key information and documentation, saving these to the relevant storage folders (M Drive/SharePoint), and disseminating appropriately.
- Participating in any information meetings held by the donor (e.g. FCDO Early Market Engagement events), to capture notes and disseminate appropriately.
- Drafting Capacity Statements capacity statements/or other required documents, copy-editing, and final compilation for submission as needed.
- Setting up and maintaining a Bid Development Sheet for each opportunity.
- Coordinate the development of Contract Approvals (as per PFAP).
- Lead on administrative elements of processes related to partnership - Pre-Teaming Agreements, Teaming Agreements, Consortium Agreements, NDAs.

**Contract Administration**
- Support the SCM and wider contract team with administrative tasks such as maintaining required documentation, as per the internal Programme File, and knowledge management of the contracts, updating all internal information systems (server and Grant and Award Administration Tracker (GAIT)) - in coordination with RPT counterparts.
- Assist in monitoring and ensuring compliance with donor regulations and Mercy Corps policies and procedures.
- Advise country teams on formats for donor reporting and define timelines to review.
- As needed, support the reviews of donor reports and ensure that reports are submitted in accordance with reporting standards and in adherence to deadlines set out in the contract.
- Initiate, coordinate and send out New Award Initiation Summaries and project close-out messages.
- Support the SCM in the management of the complex programme oversight process and/or Contracts Oversight Group process.

***
**Compliance**
- Take the lead on administrative elements of compliance related processes for contracts.
- Some already mentioned elsewhere, but examples will include: ensuring Teaming Agreements are accurately and swiftly executed; support with contract-specific donor-related compliance requirements and due diligence requ

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