UNOPS Careers – Associate Contracts Management Officer at United Nations Office for Project Services

Organisation: United Nations Office for Project Services
(UNOPS)
Vacancy Code: VA/2014/B5001/5664
Duty Station: Entebbe, Uganda
About UNOPS:
UNOPS mission is to expand the capacity of the UN system and its
partners to implement peace building, humanitarian and development operations
that matter for people in need. Working in some of the world’s most challenging
environments, UNOPS vision is to always satisfy partners with management
services that meet world-class standards of quality, speed and cost
effectiveness. By assisting UN organizations, international financial
institutions, governments and other development partners, UNOPS makes significant,
tangible contributions to results on the ground.
About PSC:
The UNOPS Peace and Security Cluster, within the Global Portfolio
Services Office (GPSO), is a principal service provider to the United Nations,
governments of mine-affected countries and other partners. The Peace and
Security Cluster was established in 1997. Based in New York, it has helped
partners to significantly improve the lives of people in more than 30 countries
across the world.
The Peace and Security Cluster supports emergency, post-conflict and
peacekeeping operations. It delivers fast procurement, recruitment and
management services to facilitate humanitarian aid and launch emergency mine
clearance.
The cluster is responsible for administration, as well as providing
support and overseeing the day-to-day management of the project field offices,
in line with the partners’ requirements and UNOPS rules and regulations. It is
headed by the Cluster Chief who has overall authority and accountability for
the performance of the Peace and Security Cluster on behalf of its partners.
Job Summary: The UNOPS Associate
Contracts Management Officer will be responsible for effective and timely
delivery of UNOPS’ contracts management services, in full compliance with the
UNOPS financial rules and regulations and donor requirements. S/he will analyze
and interpret the financial rules and regulations, analyze operational
effectiveness reports, design monitoring tools and develop systems with the
assistance of the Operations Manager. S/he will assist in implementing a
quality plan for each contract and will engage in daily consultation with
senior managers across the spectrum of activities covered by the contracts that
they are managing. They will alert the Programme Manager and Support Services
Officer of any financial or operational irregularities such as contractors
failing to meet the targets of contract work plans and propose a course of
action to remedy this. They will assist in developing solutions to a wide
spectrum of complex issues related to procurement of services and contract
management.
Key Duties and Responsibilities:
 
1. Assist Programme and Operations Managers in the field vis-à-vis
subcontractors, clients, national authorities and other external parties to the
programme with regards to UNOPS implemented projects.
  • Under the guidance of the Programme
    Manager, act as the negotiator of Mine Action projects in country on
    behalf of UNOPS. Draft Memorandum of Agreement (MoA), Statement of Works
    (SoW), Contracts and other documents required for project implementation
    in cooperation with UNOPS legal specialists and Portfolio Managers as
    needed.
  • Develop a management plan for all UNOPS
    mine action contracts in country including, but not limited to,
    verification of insurance and goods procured, evaluation of
    subcontractor’s personnel qualifications, monitoring delivery of
    contractual terms, certification of reports and payments, and issue of
    contract amendments, verification of services delivered against
    contractual requirements, alignment of specifications and standards.
    Assist in objective oversight over various contract management processes
    and ensure their transparency.
  • Assist in developing and implementing
    systems for internal control that would ensure compliance with contractual
    terms and conditions, in collaboration with the operations team.
  • Draft recommendations to the portfolio
    Manager for payments upon review of reports and comments from the
    Operations.
  • Monitor contract performance against
    agreed benchmarks and through agreed reporting mechanism. Advise senior
    management on any potential issues and recommend remedial actions or
    solutions.
  • Assist in developing appropriate contract
    management tools, guidelines and manuals for standardization and knowledge
    sharing purposes.
  • Assist in negotiating, within the terms
    and conditions of the contract, solutions to conflicts/problems arising in
    case of poor performance or non-compliance with contractual obligations.
  • Assist in engaging and involving
    government counterparts as appropriate, to facilitate contract management
    as well as to contribute to the capacity building plan.
  • Convene meetings with contractors to allow
    ample opportunity for the identification and early resolution of potential
    disputes.
  • Ensure key meetings and work procedures
    are properly documented and institutionalized.
2. Assists in provision of efficient procurement and logistical
services and support of the Logistics team focusing on achievement of the
following results:
  • Full compliance of procurement
    /contracting activities within UN/UNOPS rules, regulations, policies and
    strategies – and under the direction of Support Services Officer, the
    implementation of harmonized procurement, contracting services and
    elaboration of Statement of Works developed in conjunction with Operations
    and Support Services Departments.
  • Assist in UNOPS procurement/contracting
    business processes mapping and elaboration/establishment of internal
    Standards Works Procedures (SWPs) on procurement of services and contract
    management.
  • General management and assisting in
    development of contract strategy including tendering processes and
    evaluation, managing the contract and contractor, legal implications.
  • Under the guidance of UNOPS NAO MAC and
    supervision of Support Services Officer, assist in the pre-qualification
    and short-listing of bidders, preparations of bids, issuance of bids,
    pre-bid conference, receipt and opening of bids, bid evaluation,
    submission to UNOPS HQCPC (Headquarters Contracts and Property Committee)
    for recommendation of award, contracts negotiations, contract finalization
    and issuance.
  • Supports the Support Services Officer in
    international, regional and local bidding processes.
  • Realize syntheses of lessons learnt and
    best practices in procurement /contract management.
  • Assist in development and implementation
    of a procurement management system in relation to planning, awarding,
    administering and monitoring of all matters related to procurement, in
    accordance with UNOPS Procurement Manual;
  • Efficient implementation of a vendor
    database and use of the system to record the listing, updating, evaluation
    and monitoring of performance of service providers and vendors;
  • Coordinate with staff conducting
    activities required by the contract including logistical support,
    accreditation, licensing, verification of goods, monitoring of activities
    and performance of the subcontractors.
3. Ensures effective and accurate financial resources management and
assistance to the HoSS focusing on achievement of the following results:
  • Assist in planning, expenditure tracking
    and audit of financial resources, in accordance with UNOPS rules and
    regulations.
  • Monitoring of administrative budget
    expenditures and advice to HoSS on the budget status, ensuring that funds
    allocated are not exceeded or that additional funds are allocated when
    required; response to queries on financial and administrative matters.
  • Assist in development and implementation
    of a finance management system in accordance with UNOPS Financial Rules
    and Regulations.
  • Monitoring and production of Cash Flows on
    regular basis with regards to the ongoing projects and financial
    agreements
Qualifications, Skills and
Experience:  
  • The applicant should posses an advanced University
    Degree (Masters Degree or equivalent) in a related field; or a first level
    University degree (Bachelors Degree or equivalent) in a related field with
    an additional two years’ relevant experience may be accepted in lieu of
    the advanced university degree.
  • At least three years’ relevant experience
    in contracts management matters;
  • Good working knowledge of UN financial
    rules and regulations is highly desirable;
  • Prior experience in project management is
    highly desirable;
  • Extensive knowledge of Mine Action highly
    desirable;
  • Possess the ability to effectively work in
    a multicultural environment is required;
  • Good knowledge of the UN system and
    familiarity with UNOPS procedures is highly desirable; Flexibility and
    adaptability to work under pressure and meet specific deadlines;
  • Good working knowledge of MS Office
    applications, including MS Project is required.
Language Requirements: Fluency in written and oral English;
knowledge of a second official UN language is an advantage.
Personal Competencies:
Core Competencies:
  • Communication
  • Teamwork
  • Planning and Organization
  • Accountability
  • Client Orientation
  • Commitment to Continuous Learning
  • Technological Awareness
  • Managerial Competencies
  • Builds strong relationships with clients,
    focuses on impact and result for the client and responds positively to
    feedback
  • Consistently approaches work with energy
    and a positive, constructive attitude
  • Demonstrates openness to change and
    ability to manage complexities
  • Shows mentoring as well as conflict
    resolution skills
Functional Competencies:
  • Knowledge Management and Learning
  • Promotes knowledge management and a
    learning environment in the office through personal example
  • Actively works towards continuing personal
    learning and development in one or more Practice Areas, acts on learning
    plan and applies newly acquired skills
  • Development and Operational Effectiveness
  • Solid knowledge in contracts, asset
    management and procurement, information and communication technology,
    general administration
  • Ability to adapt and engage in
    implementation of new systems (business side), and affect staff
    behavioural/ attitudinal change
How to Apply:
If interested in this job opportunity, please click on http link below
to visit website and create profile or express interest if you already have a
profile on the UN system
Deadline: 10th August 2014
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