Contract Management Officer at United Nations Office for Project Services (UNOPS)

Role Purpose

• Under the direct supervision of the Senior Project Manager, the Contract Management Officer  is responsible for supporting the procurement processes and the day-to-day administration of contracts. The Contract Management Senior Officer will ensure that goods and services are purchased according to UNOPS rules and that, once signed, contracts are managed efficiently to ensure suppliers deliver on time and within budget.

Functions / Key Results Expected

Contract Compliance & Monitoring: 

• Serve as the administrator for contracts. 
• Monitor the contractor’s compliance with all clauses, including insurance validity, performance security (bonds), and requirements. 
• Track key contract dates, such as expiration dates, delivery milestones, and renewal periods to ensure no lapses in coverage. 
• Ensure that service management is well structured, with understanding of the guidelines by both parties, and that suppliers understand the service they must provide and are provided with the information and contacts necessary for such. 
• Contribute to the development of a comprehensive and objective performance management framework to be implemented when the contract is signed, providing incentives for the supplier to meet or exceed agreed performance standards. 
• Draft communication to suppliers (other than technical) for the PM review and submittal Liaise with relevant UNOPS office to ensure adequate follow up on action to be taken

 Financial Management & Payments:

• Manage the interim payment process certification by the technical team and document record/control).
• Ensure strict control over the project cash flow by tracking actual payments against the forecasted payment schedule. 
• Maintain a complete financial register of the contract, including all approved payments, pending invoices, and retentions held. Implement the use of contract management software to record key information and to provide, for example, search capability so that ongoing contract management information and documentation is retained, managed, and easily accessible when needed. 
• Put in place mechanisms (preferably technological) to identify key contract "trigger points" such as notice periods, health certificates and/or expiration dates of goods.
• Develop indicators and dashboards and maintain regular and ad hoc reports of contract management information. 
• Follow established procedures for handling administration around contract closure or termination. 
• Ensure that payments are made to suppliers in accordance with the contract and that payment mechanisms are documented, clear, and well understood by all parties (including incentives, penalties, and non-standard charges). Liaise with relevant UNOPS office to ensure adequate follow up on action to be taken.

 Variations & Change Management:

•  Draft and process "Change Orders" or "Variations" when the scope of work changes. 
•  Ensure that all changes are formally documented, approved (amendment), and signed before work proceeds to avoid disputes. 
•  Liaise with relevant UNOPS office to ensure adequate follow up on action to be taken.

Claims & Dispute Support:

•  Assist the Project Manager in analyzing claims submitted by the contractor. 
•  Maintain a daily log of events and correspondence that may be used as evidence in the event of a dispute. 
•  Draft formal letters and notifications to the contractor regarding performance issues, defects, or delays under the guidance of the Project Manager. 
•  Establish formal methods for capturing and considering changes in user requirements as part of formal change and contract management processes. 
•  Liaise with relevant UNOPS office to ensure adequate follow up on action to be taken.

 Management of Contractual and Supplier Risks:

• Ensure that contractual and supplier risk management is implemented with clear responsibilities and processes.
• Ensure that risks are formally identified and monitored regularly, with mitigation actions developed and implemented where possible, and that "obsolete" risks are removed from consideration where appropriate. 
• Establish and communicate escalation and reporting routes for risk governance. 
• Ensure that contractual terms around security and confidentiality (in particular issues related to the security/confidentiality of personal data), warranties, indemnities, insurance, and termination are understood and monitored by those responsible for the contract.

 Procurement Support:

• Contribute to planning the different stages of the procurement process, including strategy, definition of requirements, and sourcing. 
• Manage the purchase process: handling requests, evaluations, and review. 
• Participate in the evaluation of technical and financial proposals from contractors and suppliers, providing specialized input. 
• Ensure that the transition from the bidding/awarding phase to the contract management phase is planned and ownership is clear.
• Oversee the finalization and issuance of contracts and logistics.

Skills

• Contract Law, Contract Management, Contractual Agreements, Government Procurement, Procurement, Procurement Contracts, Public International Law, Public Procurement

Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational 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.

Education Requirements

Required

• Bachelor’s degree (or equivalent) in Procurement and/or Supply Chain Management, Commerce, Business Administration, Public Administration, Finance, Economics or related fields with 2 years of relevant experience OR 
• Master’s degree (or equivalent) in any of the above or related fields.

Desired

• Knowledge of United Nations/UNOPS procurement rules and regulations.

Required

• A minimum of two (02) years of professional experience in international public procurement is required. 
• Experience working with procurement projects in the area of infrastructure is required. 
• Experience in construction contract management is required.

Desired

• Experience working with FIDIC contracts is desired. 
• Experience in in the United Nations System is highly desirable.