CONTRACTS MANAGEMENT ASSISTANT
Org. Setting and Reporting
This position is located within the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo in Entebbe. The incumbent will directly report to the Chief of Section, Contracts Management.Responsibilities
Within delegated authority, the Contracts Management Assistant will be responsible for the following duties:
- Provides advice to the chief of section on matters involving mission-wide service and supply contracts.
- Assists in managing key contracts in support of mission (and regional) operations, which are under the purview of the Unit, with the focus on service and supply contracts for which the Unit is primarily responsible. Service and supply contracts include but are not limited to catering, rations, fuel, drinking water, general supply, security, medical, firefighting, public information, welfare, equipment maintenance/repair, PX operations, Quality Assurance on catering aspect, active UN global systems service contracts.
- Assists in the preparation of Statements of Work (SOWs) and Scope of Work, Source Selection Plans, requisitions and technical evaluations for all contracts and outsourced services and supplies to be managed by the Unit.
- Carries out programmatic/administrative tasks necessary as required by the Unit, including assisting in the assigning/monitoring performance parameters and critical indicators, reporting on programme performance, preparing inputs for results-based budgeting, evaluating national staff performance, interviewing candidates for job opening and evaluation of candidates for supervision.
- Carries out the implementation of Standard Operating Procedures and Administrative instructions.
- Liaises with other components of the mission as appropriate to ensure an efficient and cohesive approach to managing areas of mutual interest.
- Responds to audit observations, as assigned.
- Carries out other tasks as requested by Chief of Section
Professionalism: Demonstrated knowledge in the field of procurement, contract and/or project management, including knowledge of quality assurance, service and commodity contracts; practical knowledge of management of service and commodity contracts in a field/decentralized operation; demonstrated fiscal awareness and responsibility. 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.
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.
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.
High school diploma or equivalent is required.Job - Specific Qualification
A certificate from the Chartered Institute of Procurement & Supply (CIPS) at Level 3 (minimum) is required.
Training in contract law, business administration, quality and/or supply chain management is desirable.
At least six (6) years of progressively responsible experience in contract/quality administration, including at least one year at the international level, is required.
Experience in supporting supply services for international peacekeeping or military operations in a conflict environment is desirable.
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; and knowledge of French is desirable.Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.Special Notice
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
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.
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.
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.
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.