Contracts Officer

About WorldFish 

“WorldFish is a leading international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy, and knowledge to enable equitable and inclusive impact for millions who depend on fish for their livelihoods. As a member of CGIAR, WorldFish contributes to building a food- and nutrition-secure future and restoring natural resources. Headquartered in Penang, Malaysia, with country offices across Africa, Asia, and the Pacific, WorldFish strives to create resilient and inclusive food systems for shared prosperity. For more information, visit: www.worldfishcenter.org”

About the Position 

The Contracts Officer is responsible to implement efficient and accurate consultancy contract administration in accordance with organizational directives and procedures to achieve timely delivery of obligations to agreed standards.

The successful candidate will: 

• Prepare, process and track consultancy contracts and ensure that issuance and extensions/amendments are in compliance with the applicable policies and documentation-management processes.
• Keep relevant stakeholders informed and up to date on consultancy processes and procedures, answering questions and advising project leaders to ensure high quality client service.
• Liaise with other support services to ensure an efficient process for the initiation and progress of consultancy contracts, in particular with, Finance Department to ensure due payments are initiated, timely executed and received.
• To ensure that the HR team conducts competitive selection process and consultancy roster expansion serving as a liaison with consultancy candidates to ensure selection, negotiations and amendments are completed in a timely manner.
• Create consultant ID, maintain records/database of consultancy contracts, ensuring access to appropriate stakeholders and report on the discrepancies. This is inclusive of a Register of Consultants, which includes feedback from the relevant supervisors on the quality of output, performance, etc.; integrating performance feedback and updating the Consultancy Roster as it develops.
• Raise issues with appropriate stakeholders as needed and resolve problems promptly keeping relevant parties informed.
• Provide regular update to OCS dashboard requirement and able to work independently to generate all OCS reports relating to consultancy contracts update. 
• Contribute knowledge to broader HR/ WorldFish issues as they relate to procurement of consultancy services.
• Collect consultant evaluation form from project leader and update/track in consultancy roster/ERP and work with HR to provide input to build consultants profile into our WorldFish internal system
• Communicate and train WorldFish staff to keep them informed of relevant processes and procedures updates via effective communications channels.

Requirements

This job might be for you if you have the below skills and qualifications: 

• Bachelor’s degree in any combination of the following fields: Law, business, finance, contracts, purchasing, industrial management, or organization and management.
• Minimum 5 years’ relevant experience and activities in a high-volume environment with knowledge and understanding of accurate and complex contract administration.
• High level of service delivery approach.
• Attention to detail, producing accurate, error-free contracts.
• Highly proficient at Excel and WORD. 
• Ability to deal with sensitive and confidential information in a professional manner.
• Ability to effectively establish priorities, and plan, organize, implement and monitor work activities with limited supervision.
• Good interpersonal skills and the ability to establish and maintain effective working relationships with people in a multicultural and multi-disciplinary environment, with sensitivity and respect for diversity.
• Excellent organizational skills.

Desirable Skills/Experience

• Proven ability to manage multiple competing priorities under strict deadlines with minimal supervision with great attention to detail.
• Personal attributes such as high standards of conduct, respect, flexibility and sound work ethics.

Benefits

This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including comprehensive benefits (but not limited to) insurance coverage for staff and eligible dependents, employer provident fund contribution, paid leave and others. The duration of the contract will initially be for a three-year period with possibility for extension, depending on funding and performance.

How to Apply

Your application must include:

• A copy of your curriculum vitae,
• A cover letter which addresses key requirements stated above; and
• Contact information of three professional referees who may be contacted if you are short-listed for the position.

To be considered, applications must be submitted by no later than 24:00 (MYT), 25 August 2024.

Location: The post holder will be based in Penang, Malaysia.

Screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted. 

Our Gender, Diversity and Inclusion Commitment 

WorldFish has seven offices across Asia, Africa and the Pacific, with more than 400 staff and 27 nationalities who contribute to a dynamic multicultural work environment. 

WorldFish is committed to promoting a work environment where diversity and inclusion is valued, and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.

People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity. 

We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply. 

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