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

The Department of Operational Support (DOS) was established to provide end-to-end. operational support, advisory services, and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management. For more information, please visit https://rsce.unmissions.org. This position is located in the Office of the Deputy Director of the Regional Service Centre in Entebbe (RSCE). The Contracts Management Assistant will report to the Deputy Director.

Responsibilities

Within delegated authority, the Contracts Management Assistant will be responsible for the following duties: • Demonstrate full knowledge of all assigned contracts. • Analyzes requests for procurement of goods, services, and works, advises, and supports the requisitioner /client requests for data, from contract award to termination. • Monitors contract performance in coordination with the requisitioner and ensures compliance with the terms and conditions of the contract. Monitor invoices submitted against individual contracts. • Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables, and reports using data visualization methods for data-driven planning, decision-making, presentation, and reporting. • Ensures compliance by tracking and managing compliance with contract terms and conditions, including timelines, deliverables, and payment schedules. • Manage risks associated with non-compliance. • Documents contract violations, advising the relevant stakeholders, and ensuring corrective measures are effectively implemented. • Maintains positive relationships with all stakeholders involved in the contract, including suppliers, clients, and internal teams. • Develops a mechanism to track and resolve issues related to non-payment, overpayment, underpayment, and prompt payment discounts. • Monitors contract termination dates, advise the requisitioner accordingly and obtain guidance on contract extensions or renewals, prepare the memorandum for extensions and or renewals, and performance reports. • Manages the process of contract close-out once all contractual obligations have been met, finalizing any outstanding payments, documenting any final changes, and ensuring that all parties are satisfied with the outcome of the contract. • Undertakes special assignments and research into cases as and when required. • Provides input/response to audit queries. • Represents the Office of the Deputy Director in various meetings, as and when required. • Maintains relevant internal databases and files. • Ensures that contractual outputs are received and inspected to allow invoices to be paid by the Budget Unit. • Performs other duties as assigned.

Competencies

Professionalism: Knowledge of policies, practices, and regulations on management of supplies, purchasing and logistics and ability to apply them in a contracts management environment. Shows pride in work and in achievements. 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. 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. Planning & Organization: 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. 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 the audience. Demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Relevant training is desirable.

Work Experience

At least seven (07) years of progressively responsible experience in contracts management, administration, procurement, or related area is required. The minimum year of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher. A minimum of at least last three (3) years specifically in contracts management is required. Experience in expenditure monitoring and invoicing is desirable. Experience in data analytics and the ability to create reports for management consumption is desirable. Relevant experience with contracts and supply management is required. Experience in in the United Nations or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nation’s language is desirable.

Assessment

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

Special Notice

This post is funded for an initial period of 364 days and may be subject to extension. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all Staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential. 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 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.