Contract Management Specialist (Retainer)

Contract

This is a IICA-2 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 5 years of experience, depending on education. More about IICA-2 contracts.

Background Information - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

In November 2023, ADB approved the Verification of Claims and Expenditures Project to conduct a verification of outstanding claims from contractors, consultants, suppliers and project management offices for the works and services completed in Afghanistan under ADB-financed and administered projects prior to 15 August 2021. UNOPS is the executing agency for VCEP.

The main objective of VCEP is to verify claims from contractors, consultants and suppliers for works and services completed prior to 15 August 2021 under different types of contracts including civil works, supply of goods and consulting services in Afghanistan. VCEP also includes a verification of advances provided to contractors, consultants and suppliers and eligible expenditures incurred by the project management offices prior to 15 August 2021 under ADB-financed and administered projects.

Job-Specific Information

UNOPS is seeking a Contract Management Specialist (retainer) in order to: contribute to the organization process and ensure compliance to Contracts of the Evaluation of the claims in reference to the above project description. The Contract Management Specialist (retainer) will be working alongside with the project full time Contract Management Specialist and a Legal Firm expert in Local Law/Legal Advisor so as to ensure that the process of Claims Evaluation is in conformity to the local law.

Functional Responsibilities

This position will be supervised by the Senior Project Manager to support the implementation of the project. The Contract Management Specialist (retainer) will support the project full time Contract Management Specialist in the performance of the below key functions:

• Contribute to the provision of technical lead and guidance on the verification of a large number of claims for payment against Contracts (both national and international suppliers/contractors/consultants)
• Verify the eligibility of contract variation requests previously submitted to Executing/Implementing Agencies (EA/IAs)
• Following the verification of invoices and claims, request confirmation from contractors, suppliers, and consultants that payment of the requisite amount constitutes satisfaction of amounts due and owing to them under the relevant contract.
• Following the verification of invoices and claims, request confirmation from the employing executing and implementing agencies to the contractors, suppliers, and consultants confirming that the works and services have been accepted and delivered under the relevant contracts

Related to Output 1: Outstanding invoices for civil works, consulting, and non-consulting services confirmed and certificates secured

• Review Withdrawal Applications (WAs), outstanding invoices and supporting documents, and requests for contract verifications and scrutinize whether expenditures were in accordance with the contracts’ terms and conditions, for the grants’ intended purposes, and eligible for financing
• Physically verify and confirm, including the use of satellite images that works, goods, and services included in WAs and invoices were performed and delivered in accordance with the contracts’ terms and conditions, and specifications
• Based on the review and verification of the outstanding invoices, and physical confirmation (by other team members) of the works, goods, and services, contribute to recalculation, and reconciliation with the amounts of the invoices, submitted by contractors, consultants, and suppliers
• With the Finance Specialist and Legal component of the team;
• Review WAs and other payment documents to identify the amounts of the retention monies to be reimbursed to contractors of civil works
• Review advance payments disbursed to contractors, consultants, and suppliers, and reconcile with the verified outstanding payments
• Review subcontracting arrangements and identify subcontractors and subconsultants names, contact details, bank details and amounts to be paid to subcontractors and subconsultants from the verified payment
• Identify the amount of taxes and other duties to be paid by contractors, consultants and suppliers (which may be eligible to be included in the claim);
• Identify the total amount of outstanding payments including verified and confirmed amounts payable for the works, services, and goods, and the amount of the retention fees to be reimbursed and advances to be withheld
• Prepare the payment certificates, acknowledgement certificates, employers letter of confirmation, advance accounts letter and other certifications documents
• Confirm the bank account details of contractors, consultants, and suppliers and confirm the accuracy of the bank details with the banks
• Check, verify, and confirm that contractors, consultants, and suppliers (and their relevant shareholders and Ultimate Beneficial Owner (UBOs), as applicable) and banks through which the payments will be made are not in the UN Security Council Sanctions List

Management and Knowledge Sharing

• Advise the Senior Project Manager, Deputy Project Manager and the project full time Contract Management Specialist, on management of the team in order to:

• provide “contract management knowledge” to be transferred to the team as necessary for the team in order to understand the main aspects of contract management and claims management,

• ensure that team absorb knowledge related to the specific claims from a “contract management” point of view and critical elements to be verified in the field or through other means of verification

• Explain to the team the structure and principles of the Contracts

• Interact with local team to explain, in conformity to Contracts, what data/type of informations/documentation is necessary to support to process of claims discussion with the suppliers/contractors
• Interact with local team in order to explain the process to follow, according to existing Contracts, in order to properly address the claims for payment
• Prepare maps/description of the process that claims management should follow including inputs from team members and legal firm (that will have expertise on local laws) that will be brought onboard in order to properly consider the local context, local best practice and culture and therefore make the process compatible with local environment
• Interact with local teams in order to understand issues described in the various claims
• Brainstorm and collaborate with the team in the creation of “alternative” ways of producing the evidence or another necessary documentation to the claims verification when the usual evidence and documentation are not available
• Provide risk analysis and contingency options if possible when the “alternative” ways of producing the evidence or another necessary documentation are adopted
• When required and appropriate, train team members so to progressively delegate on future claims verification
• Participate when necessary to the negotiations meetings with suppliers/contractors
• If required, along with teams coordinators, support in the planning and coordination activities, and follow up on progress and quality of the products provided by the team members
• Participate in work planning, and promotion of learning and development.
• Support the project full time contract management specialist and other team members in order to ensure that the process is running smoothly
• Support the production of reports and other documentation necessary both internally at UNOPS and for external stakeholders management and updates
• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building;

Please note that the nature of this role requires flexibility in adapting to the needs of the team since the objective of alignment of Contracts details, local situation and habits, local law and other factors might generate unexpected needs.

Education/Experience/Language requirements

a. Education

• Advanced University (Master Degree or equivalent) in Engineering, Law, Business Management, International Development or other relevant discipline with a minimum of 5 years of relevant experience; OR
• First level University degree (Bachelor’s Degree or equivalent) in Engineering, Law, Business Management, International Development or other relevant discipline with a minimum of 7 years of relevant experience.

b. Work Experience

• Minimum of 5 years relevant experience, defined as experience in contract management, project management related to Infrastructure and/or procurement of Goods and Services.
• Proven skills in claims analysis, verification and negotiation, preferably in developing countries
• Proven skills of outline and transfer to other colleagues from different background the main elements of contract management requirements and processes
• Proven skills of flexibility in approach to diverse environment and context
• Experience within the international development and/or humanitarian sector will be an added advantage

Strongly Desired:

• Experience in preparing and making public presentations and liaising with external stakeholders
• Excellent collaborative skills and flexibility/ability to understand diversity of context
• Self-motivated, versatile and adaptable to different cultures and people

c. Language

• Fluent in English (Read, Write and Speak) is required

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA)

Contract level: IICA2 Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.