Job Opening

Posting Title: CONTRACTS MANAGEMENT OFFICER, P4
Job Code Title: CONTRACTS MANAGEMENT OFFICER
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 28 June 2019 - 11 August 2019
Job Opening Number: 19-Procurement-UNOG-117867-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Strategic Heritage Plan (SHP), United Nations Office at Geneva (UNOG). The incumbent will report to the Chief, Programme Management Support, SHP.

Responsibilities

Under the overall supervision of the Chief of Programme Management Support, the incumbent will be responsible to:

Lead the SHP Contract Management function:
•Develops and ensures the implementation of the contract management unit's work plan;
•Maintains positive engagement and supports collaborative relationships between contractors and the SHP team to achieve high contractor performance;
•Advises management and the SHP team in relation to the interpretation of signed contracts;
•Supports contract implementation by developing a system for internal control that assures and monitors contractor's compliance with contractual terms and conditions;
•Measures and evaluates contractor's performance against established Key Performance Indicators.
•Coordinates early resolution of performance challenges;
•Responsible to undertake periodic performance monitoring. Ensures regular performance meetings are held and documented, and periodic supplier evaluation reports are completed on time in order to minimize adverse effects of contractor performance to the SHP project;
•Oversees the drafting of clear and precise contractual notices, with full sensitivity to commercial and legal implications. Reviews and performs quality control over documentation drafted by subordinates;
•Coordinates consultations with stakeholders and liaises with other UN departments, in case of handling of claims and disputes, demanding specific performance, claims against warranties, and other contractual remedies;
•Prepares contract close-out reports including lessons learned;

Programme management support role
•Supports the Chief Programme Management and the SHP Project Director on content requirement activities; provides input to reports for management, audits bodies and for the General Assembly in the respective area of expertise and as requested;
•Reviews, routes and monitors relevant documents, requests for information, formal correspondence, reports or action requests, as applicable;
•Acts as requisitioner on behalf of the programme management services team;
•Supports and coordinates updates to the programme manual for the SHP that outlines all project policies as well as procedures and workflows to follow;
•Assists in the maintenance of the comprehensive schedule and cost monitoring system, including all design and construction activities and contracts;
•Contributes to the anticipation of project risks and assists in implementing appropriate mitigation strategies;
•Coordinates the development, establishment, maintenance of sound policies, procedures, standards and tools that are consistent with UN policies and best practices in order to ensure proper management control.

Development, Implementation of the SHP legal documents, agreements and commercial contracts :
•Leads the development and implementation of remaining agreements and commercial contracts for SHP. Ensures they are drafted in accordance with applicable UN rules and procedures;
•Coordinates and proposes solutions to conflicts in accordance with the contract(s). If required, apply relevant escalation mechanisms;
•Serves as a lead officer in one or more areas of concentration: Handles a wide range of complex legal matters including interpretation and application of instruments in that area of concentration;
•Provides legal advice on diverse substantive and procedural questions which may include those related to administration, management, procurement, contracts and other operational matters;
•In coordination with the Office of Legal Affairs (OLA), reviews, advises on and contributes to drafting complex contracts, agreements, operational modalities, and other legal documents;
•If required by the SHP, assists OLA in the negotiation of claims and disputes

Support the Procurement process:
•Assists the SHP team to define and develop the procurement and contracting strategy for the SHP project in accordance with UN Procurement Manual and the UN Financial Rules and Regulations:
•Provides input and/or develop terms of reference, statement of works and technical evaluation criteria;
•Ensures recording and updating of contract data and issuance of Purchase Orders; Provides progress reports on status of SHP procurement activities;
•Participates in regular review meetings with stakeholders to monitor acquisition plan, provides updates and discusses any other issues to optimize the acquisition process;
•Ensures that procurement and contractual thresholds and delegations of authority are fully respected;
•Takes the lead in monitoring, coordination and execution of procurement requests. Assists the Chief of Programme Management in all procurement tasks as appropriate.

Competencies

•Professionalism: Demonstrated knowledge in the field of contract and/or project management, including knowledge of quality assurance, service and commodity contracts; practical knowledge of contract law and management of service and commodity contracts in the context of a large and complex construction project; demonstrated fiscal awareness and responsibility and knowledge of UN financial regulations and rules; ability to develop, maintain and supervise management control systems; ability to apply technical expertise to resolve a range of issues/problems. 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.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

•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.Communication: Excellent drafting skills are required. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed.

•Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Advanced university degree (Master's degree or equivalent) preferably in business, administration, public administration, law, construction, engineering or related relevant field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree. Professional certification or membership of chartered institutes is desirable.

Work Experience

A minimum of 7 years of progressively responsible professional experience in supply chain, project/contract management, logistics, support or procurement of service contracts, of which at least 5 years should be in a construction environment. At least 3 years’ experience in construction contract administration is required, preferably within the UN common system.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of French or another UN language is desirable.

Assessment

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

Special Notice

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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 in its staff. Female candidates are strongly encouraged to apply for this position.

An impeccable record for integrity and professional ethical standards is essential.

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.

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.

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