CONTRACTS MANAGEMENT ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting

The position is within the Liquidation Entity the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), in Bamako.

Under the overall supervision of the Senior/Contracts Management Officer, the incumbent will ensure the effective implementation of service and supply contracts. Work at this level involves managing contract actions related to worldwide procurement of a variety of commodities, materials, equipment, foodstuffs and services for technical cooperation and/or administrative support projects, e.g., having long-term social and economic effect on a country or affecting mandated- activities of the Organization; review requisitions, and coordinate with technical and/or substantive offices and other groups in each phase of the contract management process.

Responsibilities

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

• Support the Contract Management Officers in the development and implementation of operational plans, standard operating procedures (SOPs), initiatives and projects relating to contract compliance and performance management; support the procurement process including providing input to statement of works/requirements, assist in the development of technical evaluation criteria, guidance during contract drafting; Help to develop a quality assurance plan to provide a systematic method to evaluate services and products. • Maintain effective relations with contractors and service providers. • Oversee the adherence to contractual agreements for material, equipment and production costs, performance requirements and delivery schedules by periodic and ad hoc checks. Recommend amendments and extensions of the contracts and advise affected parties on contractual rights and obligations. • Assist in contract close outs including identifying, documenting and disseminating best practices and lessons learned and securing the performance review of contractor. Under the supervision of the Contracts Management Officer, ensure the enforcement of UN contracts in consultation with the Supply Section, Contract Administration Unit at UN HQs, as appropriate, and liaising with other Departments on claims and disputes, demanding specific performance, claiming against warranties, and other contractual remedies; • Support the Liquidation Entity Contract Management Section which assists the Procurement Section in resolving within the terms and conditions of the contract of conflicts/performance issues arising in cases of poor performance or non-compliance with contractual obligation by either party to the contract; Draft relevant audit responses relevant to contract management in the Liquidation Entity or review any other audit responses that may have aspects purporting to the Liquidation Entity contract management; Maintain electronic and hardcopy files and records to ensure proper accountability; Implement work program. • Oversee adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations. • Prepare a variety of procurement-related documents, contracts, communications, guidelines and instructions. •Perform other related duties as required.

Competencies

• Professionalism: Knowledge of the substantive field of work in the areas of supply chain management, in particular property disposal by commercial sale, procurement and contracts management, as well as related procedures, practices and environmental standards. Knowledge of and ability to apply UN rules, regulations, policies and guidelines in work situations. Ability to develop and apply supply chain management procedures and programs. Ability to provide professional technical advice in a broad range of contractual issues, including property disposal by commercial sale. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

• 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

High school diploma or equivalent is required.

Job - Specific Qualification

Qualification of CIPS level 4, or equivalent, is desirable.

Work Experience

At least eight (08) years of progressively responsible experience in contract/quality administration is required.

Relevant experience with regards to supply and management is required.

Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.

Experience in the use of procurement information systems such as SAP is desirable.

Experience in supply chain management, procurement and commercial sales during liquidation of a field operation is desirable.

Languages

English and French are the working languages of the UN secretariat. Fluency in English (both oral and written) is required. Knowledge of French is desirable.

Assessment

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

Special Notice

• This position is temporarily available within the Liquidation entity of MINUSMA until 31 December 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection or the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless: (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.