IT Contracts Manager

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 - Job-specific

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information - ITG

The UNOPS Information Technology Group (ITG) unit is focused on innovation and harnessing cutting-edge technology to deliver solutions to UNOPS that truly address business needs.

Working with UNOPS IT Group is a unique opportunity to deliver systems to users around the world - making an impact on development and solving practical problems for the UNOPS workforce and thereby help people build better lives and countries achieve peace and sustainable development.

ITG’s goal is to provide greater effectiveness, efficiency, and differentiation to UNOPS products and services. UNOPS IT Group is responsible for architecting, designing, delivering, and managing all UNOPS IT infrastructure and business applications. The unit includes Enterprise Architects, Business Analysts, Solutions Designers, Developers and QA Testers from all around the world who are based primarily in Denmark and Thailand.

Functional Responsibilities

Reporting to the Head of ITG Project Management and Support team, the IT Contract Manager is responsible for leading the contract management lifecycle for all ITG contracts, from gathering the needs and requirements until contract closure and supplier performance evaluation.

The role requires a deep understanding of procurement policy and processes, and the IT Contracts Manager should be able to apply them to the appropriate situations, ensuring full compliance with information, management and technology standards, guidelines and procedures of UNOPS.

The IT Contracts Manager will perform the following functions:

1. Pre-purchasing - Responsible for establishing the yearly IT procurement plan for all centralized IT goods and services in UNOPS through consultation with the ITG technical team members and in liaison with the internal Procurement department (IPAS Procurement); - Coordinate regular updates to the IT procurement plan; - Liaise with technical experts within ITG in order to author requirements for ITG procurements; - Assist the IT technical experts in conducting market research (including liaising with IPAS procurement to coordinate RFIs and EOIs as necessary).

2. Purchasing - Coordinate with IPAS procurement to identify appropriate solicitation processes in accordance with the UNOPS procurement governance framework; - Author business cases for establishment of LTAs where applicable; - Author documentation for solicitation processes (Shopping, RFQ, RFP, ITB) in close liaison with the ITG technical team and IPAS Procurement; - Coordinate and evaluate ITG procurement solicitations in close liaison with the ITG technical team and IPAS Procurement; - Assist on reasonableness of cost analysis for the relevant goods/services; - Take part in negotiation of offers where applicable and as advised by IPAS procurement; - Respond to queries from IPAS procurement, IPAS legal and the relevant contract review committee for award and contract approvals.

3. Post-purchasing - Coordinate contract finalization and issuance; - Create Supplier profiles and Purchase Orders in UNOPS ERP system; - Share Purchase Orders and Call of Orders with suppliers.

4. Supplier Market monitoring - Advice ITG on opportunities and risk - Periodically review existing contracts with ITG technical teams to ensure they are fit for purpose and take action when upgrades / amendments are needed

5. IT Procurement strategy - Develop and implement an ongoing IT procurement strategy in close liaison with ITG and IPAS Procurement and in line with the ITG strategy, to ensure continuity of systems with a strong link into budget planning including hardware, software, infrastructure, network connectivity, mobile technologies and other deliverables

6. Logistics and Contracts Management - Act as the main focal point for coordinating ITG procurement, contracts and suppliers; - Foster and maintain strong supplier relations; - Act as the first point of escalation for any issues with ITG suppliers, providing communication to all stakeholders and managing the supplier to ensure a timely solution - Manage, monitor and report contract performance (KPIs, …) throughout their lifecycle including supplier performance evaluations - Ensure all contract documentation is up to date and supporting documents are available for audit and review purposes; - Monitor ITG contracts and LTAs expiry, and initiate renewals as applicable in advance of contract expiry dates; - Mitigate common contract management risks, such as financial, legal, and security risks - Issue receipts when goods and services are received; receive and verify invoices as per contract deliverables and create Requests for Payments

7. License Management - Develop and implement an improved license management process for global licenses including cost recovery aspects - Liaise with internal project teams to ensure efficient license utilization; - Monitor license count and coordinate additional licenses to be purchased as and when requested by the IT technical team; - Monitor license expiry dates and initiate renewals as applicable well in advance of license expiry dates.

8. Knowledge Management - Ensure full documentation of processes to enhance knowledge-sharing/transfer within the team and throughout ITG using established documentation repositories; - Organize, facilitate and/or deliver learning initiatives for ITG personnel on procurement and contract management -related topics; - Act as IT Focal Point externally with the business units and internally with ITG for any questions related to IT Procurement.

Education/Experience/Language requirements

Education - Master’s Degree, preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or other relevant discipline is required. - A Bachelor’s degree in combination with additional two years of experience may be accepted in lieu of a master's degree. - Secondary education in combination with additional six years of experience may be accepted in lieu of a master's degree

Experience - A minimum of 5 years of experience providing advice, implementing procurement policies and procedures, managing contracts and supporting projects - A minimum of 2 years of professional experience in international public procurement. - Experience in working with a range of stakeholders - Experience in the procurement field in UN/UNOPS is a distinct advantage. - Knowledge of UNOPS procurement policies and processes will be a distinct advantage

Language requirements - Full working knowledge of English is essential. - Knowledge of another official UNOPS language is an asset

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 Contract level: IICA 2 / ICS 10 Contract duration: One year (12 months) initially, renewable subject to satisfactory performance and availability of funds

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.