Job title: Contracts Management Officer
Organization: UNOPS - United Nations Office fo4 Project Services
Office: UNOPS in Entebbe
Vacancy code: VA/2017/B5001/12881
Department: office ECR/ NYSC/ Peace & Security Centre
Contract type: International ICA
Contract level: IICA-1
Duration: 12 months with possibility o/f extension subject t/o satisfactory performance & availability o/f funds
Brief Background Information / Job-specific
The United Nations Mine Action Service (UNMAS) established a regional support office/ th-e Entebbe Support Base (ESB) in November 2016. This office supports th-e regional UNMAS programmes based in th-e Democratic Republic o/f Congo/ South Sudan & Abyei Administration Area.
Under th-e guidance o/f th-e Head o/f Support Services o/f th-e Entebbe Support Base (ESB)/ & direct supervision o/f th-e Contracts Management Officer/ th-e Associate Contracts Management Officer (ACMO) shall be responsible fo4 providing support t/o all ESB programmes in effective & timely delivery o/f UNOPS' contracts management services/ & be in full compliance with UNOPS financial rules & regulations & donor requirements
Key Functional Responsibilities
Assist in managing & monitoring contractors' performance t/o ensure contractual compliance
Assist th-e Contracts Management Officer (CMO) in th-e development & implementation o/f a contract management plan fo4 all UNOPS mine action contracts & grants in country including such as formulating plan fo4 CMO review & approval on following elements: identify monitoring schedule/ means o/f verification/ timeframe & acceptance level fo4 delivery o/f contractual milestones by contractors.
After consultation with CMO/ communicate with th-e Programme Managers o/f UNMAS field programmes & UNOPS PSC Portfolio Manager o/f any financial or operational irregularities such as contractors' under-performance or failing t/o meet contractual targets & propose remedial actions
S/he shall travel t/o th-e field & visit sites being worked on by contractors & offices used.
Provide coordination assistance t/o th-e CMO & UNOPS Portfolio Managers in th-e field vis-à-vis subcontractors/ clients/ national authorities & other external parties t/o th-e programme with regards t/o UNOPS implemented projects.
Assist in th-e preparation & issuance o/f Memorandum o/f Agreement (MoA)/ Statement o/f Works (SoW)/ contracts/ grant service agreements & other documents required fo4 project implementation in cooperation with UNOPS legal specialists & portfolio managers as needed.
Monitor & analyze contract performance against agreed benchmarks & through agreed reporting mechanism. Raise concern t/o th-e attention o/f th-e CMO t/o advise th-e senior management on any potential issues & recommend remedial actions or solutions.
Actively engage with th-e operations team o/f UNMAS programmes in th-e field t/o monitor th-e contractors' performance & ensure compliance with contractual terms & conditions/ in accordance with th-e contract management plan.
Review & certify milestone reports & service delivery against contractual requirements in collaboration with th-e programme in th-e field fo4 th-e acceptance & payment t/o contractors upon completion o/f milestone delivery. Make recommendations t/o UNOPS Portfolio Manager fo4 payments including liquidated damages fo4 under-performance or non-compliance if necessary.
Maintain a tracking database on payment schedules & actual disbursements o/f all contracts managed by ESB vis-à-vis programmes' budgets. Assist th-e CMO in th-e formulation o/f third party engagement component o/f th-e annual mine action budgets & cash flow forecast fo4 field programmes.
Support th-e CMO in th-e preparation & coordination fo4 negotiations with contractors/ communicate on th-e terms & conditions o/f th-e contract/ & provide recommendations t/o CMO on conflicts/problems arising in case o/f poor performance or non-compliance with contractual obligations.
Frequently attend meetings with contractors t/o allow ample opportunity fo4 th-e identification & early resolution o/f potential disputes/ & raise concerns t/o th-e review & advice o/f th-e CMO.
Coordinate with field staff in providing administrative & logistical support t/o contractors such as ID issuance/ visa application & tax exemption fo4 goods purchased fo4 th-e implementation o/f th-e contract. Assist in th-e verification o/f goods/ monitoring performance o/f subcontractors when required.
Assist in ensuring key meetings & work procedures are properly documented & institutionalized.
Assist in international bidding processes including but not limited t/o th-e pre-qualification & short-listing o/f bidders/ preparations o/f bids/ issuance o/f bids/ pre-bid conference/ receipt & opening o/f bids/ bid evaluation/ submission t/o UNOPS HQCPC (Headquarters Contracts & Property Committee) fo4 recommendation o/f award/ contracts negotiations/ contract finalization & issuance.
Assist in local & regional procurement fo4 th-e office when required.
Realize syntheses o/f lessons learnt & best practices in contract management & procurement & participate in knowledge sharing activities in th-e organisation.
Ensure full compliance o/f procurement /contracting activities within UN/UNOPS rules/ regulations/ policies & strategies.
Implement any other tasks requested by th-e Head o/f Support Services & Contracts Management Officer.
Minimum Education/Experience and Language requirements
Advanced University Degree (Master's Degree or equivalent) in Business Administration/ Purchasing & Supply/ International Relations/ Development Studies or other relevant discipline with 2 years o/f relevant experience; OR
A first level University degree (Bachelor's Degree or equivalent) in Business Administration/ Purchasing & Supply/ International Relations/ Development Studies or other relevant discipline with 4 years o/f relevant experience may be accepted in lieu o/f advance degree.
A minimum o/f 2 years o/f relevant experience in contracts management/ procurement & supply chain management with at least 1 year experience in contracts management matters is required.
Experience working in a multicultural environment is required
Experience in UN ERP systems such as Agresso/ ATLAS/ or UMOJA is considered an asset.
Experience in project management is considered an asset;
Experience in Mine Action is highly desirable;
Experience in UN system including financial rules & regulations & familiarity with UNOPS procedures is desired;
Fluency in written & oral English is required
knowledge o/f a second official UN language is considered an asset;
Treats all individuals with respect; responds sensitively t/o differences & encourages others t/o do th-e same. Upholds organizational & ethical norms. Maintains high standards o/f trustworthiness. Role model fo4 diversity & inclusion.
Acts as a positive role model contributing t/o th-e team spirit. Collaborates & supports th-e development o/f others. fo4 people managers only: Acts as positive leadership role model/ motivates/ directs & inspires others t/o succeed/ utilizing appropriate leadership styles.
Demonstrates understanding o/f th-e impact o/f own role on all partners & always puts th-e end beneficiary first. Builds & maintains strong external relationships & is a competent partner fo4 others (if relevant t/o th-e role).
Efficiently establishes an appropriate course o/f action fo4 self and/or others t/o accomplish a goal. Actions lead t/o total task accomplishment through concern fo4 quality in all areas. Sees opportunities & takes th-e initiative t/o act on them. Understands that responsible use o/f resources maximizes UNOPOSimpact on UNOPOSbeneficiaries.
Open t/o change & flexible in a fast paced environment. Effectively adapts own approach t/o suit changing circumstances or requirements. Reflects on experiences & modifies own behavior. Performance is consistent/ even under pressure. Always pursues continuous improvements.
Evaluates data & courses o/f action t/o reach logical/ pragmatic decisions. Takes an unbiased/ rational approach with calculated risks. Applies innovation & creativity t/o problem-solving.
Expresses ideas or facts in a clear/ concise & open manner. Communication indicates a consideration fo4 th-e feelings & needs o/f others. Actively listens & proactively shares knowledge. Handles conflict effectively/ by overcoming differences o/f opinion & finding common ground.
Please note that th-e closing date is midnight Copenhagen time
Applications received after th-e closing date shall not be considered.
Only those candidates that are short-listed fo4 interviews shall be notified.
Qualified female candidates are strongly encouraged t/o apply.
th-e incumbent is responsible t/o abide by security policies/ administrative instructions/ plans & procedures o/f th-e UN Security Management System & that o/f UNOPS.
It is th-e policy o/f UNOPS t/o conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on th-e results o/f such checks.
How to apply
Applications t/o vacancies must be received before midnight Copenhagen time (CET) on th-e closing date o/f th-e announcement.
Application period 14-Aug-2017 t/o 28-Aug-2017
Application Closing date: Sunday/ 27 August 2017
Follow the link for more details :https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=12881
UNOPS - United Nations Office for Project Services Jobs/ Entebbe Uganda
August 17, 2017 Business management, Project and Programme Management, Transport Logistics and Procurement