CONTRACTS MANAGEMENT ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the Acquisition Management Unit/Supply Chain Management Pillar with United Nations Mission for the Referendum in Western Sahara (MINURSO) Laayoune. The incumbent will report directly to the Chief Acquisition Management Unit.

Responsibilities Within delegated authority, Contract Management Assistant will be responsible for the following duties:

• Monitors the contract compliance with relevant contract management procedures and assist in preparation of the online contract performance reports using the online tool which requires monthly, quarterly, and annual updates by Technical Sections/Units.
• Coordinate with Procurement and Technical Sections/Units to make all the necessary arrangement for the contract startup meetings and the follow-up meetings as and when required by MINURSO Technical Sections/Units or the Contractors.
• Assist in monitoring the acquisition planning activities to ensure that the resources are used in an optimal way to meet the client requirements according to the Mission Supply Chain Plan.
• Review the requirements for goods and services and prepare case files in collaboration with the Technical Sections/Units and Procurement.
• Participate in business processes for acquisition of various services and commodities such as (information technology and communications equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies, accommodation, and office equipment etc.) in accordance with the Mission Supply Chain,
• Assists in the preparation of the annual Demand Plan using the online Supply Chain Planning Tool by collecting and consolidating requirements provided by the Mission Technical Sections/Units.
• Prepares and generates data analytics reports in support of the implementation of the Mission's acquisition plan using multiple online applications such as Business Intelligence reports (BI Reports) including Microsoft Power BI dashboards and any other related reports as required by senior management.
• Assists in the development and preparation of the annual Supply Chain Plan through the review of requirement forecasts, stock holdings and consumption, procurement cycles, available sourcing instruments and highlights the areas of concern for the attention of the Acquisition Planning officer to ensure timely decision-making and minimize any potential supply chain gaps.
• Assist Technical Sections/Units in preparing budget performance reports and analyzing any variances between approved budgets and the actual expenditures and providing a valid justification for the under and/or overspending.
• Record acquisition actions and monitor the status of acquisition processes for all commodities and services of assigned categories including a full range of procurement and other supply chain matters.
• Liaising with Mission Technical Sections/Units on the planning and coordination of acquisitions of goods and services to ensure that adequate lead times and sourcing options are considered in all requisitions.
• Monitors performance and evaluates reliability of Mission portfolio of contract to ensure effective and efficient implementation of the annual Supply Chain Plan.
• Implements mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process and Mission Contract Performance.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

• Performs all other duties as required.

  Competencies PROFESSIONALISM: Has knowledge of organizational policies, processes and procedures generally and in particular those related to project/programme administration, including familiarity with contracts administration, procurement, legal protocols or similar processes. Has good knowledge of financial processes. Is able to research and gather information from a variety of sources and to review, evaluate and identify key data and issues. Is able to analyse and actively take part in the resolution of issues/problems. Is able to work well with figures, to maintain accurate records, review and interpret a wide variety of data. Is able to take on a problem-solving approach in adverse situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education Education High School or equivalent diploma is required. Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement or related areas.

Work Experience At least seven (7) years of continuously and progressively responsible experience in Supply Chain, Procurement, Contract Management, Logistics, is required.

Experience in providing logistics and supply chain support in a volatile, conflict or post conflict environment is desirable.

Experience working with Enterprise Resource Planning (ERP) systems or similar in the areas of scheduling, inventory control, procurement and/or logistics processes is desirable.

Experience in local market procurement and local labor rules and regulations is desirable.

Experience in legal aspects of contract management or paralegal experience, is desirable.

Experience working in Data Analytics field and Data Reporting Process is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. United Nations is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.