Contract Management Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Assignment is with family (ENTEBBE)

Under the direct supervision of the Contract Management Officer (CMO), the UN Volunteer will undertake the following tasks:

• The following duties and responsibilities are generic, subject to change and may differ depending on the requirements of the Mission. • Assist the Unit OIC to ensure that the Contractor(s) and the UN comply with their respective contractual obligations. • Assist the Unit OIC to ensure the Contractor(s) compliance with the terms and conditions of the Contracts and with the reporting requirements, schedules and cost objectives of the Contract(s), report any deficiencies to Unit OIC. • Assist in developing systems for internal control to assure compliance with contractual terms and conditions. • Participate in, and document regular performance meetings; participation in periodic performance evaluations, for compliance with Logistics Support Division (LSD) and Procurement Division/Sections (PD/PS) requirements. • Assist and support the comprehensive monitoring, evaluation, and analysis of Contract(s) performance against the criteria set forth in the Unit’s Contractor Performance Evaluation and Management System as well as through the UNHQ database to ensure that key tasks and activities are being carried out and activities, milestones and deliverables are met. • Assist in ensuring proper use, inspection, and accounting for United Nations property and/or facilities placed at the disposal of the Contractor(s); • Assist in coordinating cost recovery for cost reimbursable services provided to Contractor(s), non-Contractor(s) 3rd parties and Entebbe Support Base (ESB) entities in receipt of outsourced support. • Assist in the receipt, review, and verification of invoices to ensure compliance with contractual requirements and substantiated with original supporting documentation. • Assist in the expeditious processing of Contractors’ invoices and monitoring the progress of the invoices until the Contractor is paid within contractual terms; identify any delays in the payment system and report these to the Unit OIC for subsequent action. • Assist in monitoring expenditure against budget, requisitions, and Contract, and report any deficiencies. • Assist in reconciling of all balances regularly and submission of accurate, auditable financial year end statistics to Unit OIC. • Assist the Unit OIC in the oversight of Contract(s) Not-to-Exceed (NTE) values, budgetary allotments, and the obligation of funds to meet contractual commitments. • Draft correspondence including the preparation of various reports, and special briefings/presentations, as and when required. • Assist in the preparation of formal and informal reports and presentations to management explaining Contracts initiatives. • Maintaining Contract status databases and producing reports as required. • Assuming the responsibilities of the Unit OIC during his/her absence from the Mission area when/if required. • When working with (including supervising) national staff or (non-)governmental counterparts, including implementing partners (IPs), the incumbent is strongly encouraged to set aside dedicated time for capacity development through coaching, mentoring and formal and on-the-job training. • Assist in conducting Contractors’ performance evaluation for services/goods rendered/delivered according to the approved Contract Performance Reporting Tool (CPRT). • Monitor timely completion of Instant Feedback System (IFS) reports. • Performing any other related duties as may be required by the Team Leader or the Chief CMS.

Professionalism Integrity Respect for diversity and gender Team work Communication

Administration, contract management, finance, procurement, supply chain, law, or any related area; Experience with NGOs/ International and/or Government experience is desirable.

Excellent computer skills in Microsoft suite

As Uganda’s main international airport is in Entebbe, it is the most common entry point into Uganda for international travellers, with direct connections to/from Addis Ababa, Amsterdam, Brussels, Cairo, Dar-es-Salaam, Dubai, Johannesburg, Juba, Kigali, Kinshasa, London, Nairobi, and other destinations. Entebbe is currently under Security Level 2, which is the warning and preparation stage to make sure that subsequent levels can be implemented smoothly (e.g., establishment of a coordination centre). The Security Management Team (SMT) and other entities that are part of the security management/assessment system (e.g., wardens) meet regularly to monitor the security situation and to prepare for subsequent stages. Security section and the Department of Safety and Security regularly informs all UN personnel and conducts briefings upon arrival to sensitize newcomers and updates on latest political and social developments. There is a Level 1 clinic on the Entebbe Support Base and there are several UN-cleared private hospitals in Kampala. Certain vaccinations are mandatory for UN personnel to enter Uganda, including yellow fever. It is possible that you be asked to provide proof of some/all the vaccinations at Entebbe International Airport, though it is unlikely. Despite this, all UN Volunteers must ensure that they are up to date with appropriate vaccinations, and that these are clearly and properly endorsed in the yellow International Certificate of Vaccination. Entebbe has been declared a family duty station for all UN personnel as of 1 July 2011. International schools and recreational facilities are available in Kampala and partly in Entebbe as well as markets and supermarkets. Upon arrival, the UNV Support Office will book temporary accommodation for the first few nights at the UN Volunteer’s expense (SIG is foreseen to this end), which can be extended or not at the UN Volunteer’s discretion until permanent accommodation is secured. Permanent accommodation can be found in Entebbe ranging between 500 and 800 US$ depending on size and location. Various mobile phone companies operate in Uganda. SIM and top-up cards are widely available. UN personnel also have access to office internet and phone connections (including a PIN code that can be used for personal calls on a cost recovery basis). Upon arrival a bank account must be opened with a local partner bank (Barclays) in order to receive SIG and regular VLA payments. ATMs for major international cards are available in Entebbe and Kampala.