Position: Contracts Management Assistant-United Nations Stabilization Mission- (Deadline: May 2024)
CONTRACTS MANAGEMENT ASSISTANT-UNITED NATIONS-MAY 2024
Introduction:
Exciting opportunities abound within the realm of logistics, contracts management transportation, and supply chain management, especially for those with a keen eye for detail and a passion for efficient operations. The United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) is currently seeking a Contracts Management Assistant to join its esteemed team. With the Job Opening ID 234608, this position falls under the Procurement job family at the FS-4 level and is stationed in the vibrant city of Goma.
Org. Setting and Reporting:
As a Contracts Management Assistant within the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO), your role will be pivotal in ensuring the smooth and efficient operation of procurement processes in Goma. Situated within the Contracts Management Section, you will report directly to the Chief of Section, Contracts Management.
In this capacity, you will be part of a dynamic team responsible for overseeing procurement activities critical to the mission’s success. Your role will involve collaborating closely with colleagues within the Contracts Management Section and other relevant departments to facilitate the procurement of goods and services essential for MONUSCO’s operations in the Democratic Republic of the Congo. With your support, MONUSCO will continue to fulfill its mandate effectively, contributing to peace and stability in the region.
Responsibilities:
As the Contracts Management Assistant, operating within delegated authority, you will undertake the following duties:
Provide advice to the Chief of Section on matters concerning mission-wide service and supply contracts, offering insights and recommendations to enhance operational efficiency and effectiveness. Assist in the management of key contracts crucial for supporting mission (and regional) operations, focusing primarily on service and supply contracts within the purview of the Unit. These contracts encompass various areas such as catering, fuel, security, medical services, and equipment maintenance/repair, among others.
Support 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 managed by the Unit, ensuring clarity and alignment with mission objectives. Undertake programmatic and administrative tasks essential for the Unit’s operations, including monitoring performance parameters, reporting on program performance, preparing inputs for results-based budgeting, evaluating staff performance, and participating in recruitment processes. Implement Standard Operating Procedures (SOPs) and Administrative instructions to ensure consistency and adherence to established protocols.
Collaborate with other components of the mission as necessary to foster an integrated and cohesive approach to managing areas of mutual interest, promoting synergy and coordination. Address audit observations as assigned, ensuring timely and effective responses to maintain compliance and accountability. Fulfill any other tasks as directed by the Chief of Section, contributing to the overall effectiveness of the Contracts Management Unit and the mission’s objectives.
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Responsibilities, the Contracts Management Assistant will engage in:
Regular communication and collaboration with internal stakeholders to gather requirements, address concerns, and ensure alignment with organizational objectives. Participation in meetings, workshops, and training sessions to enhance knowledge and skills related to contract management practices, procurement procedures, and relevant regulations.
Assistance in the development and implementation of strategies to enhance contract performance, mitigate risks, and achieve cost efficiencies. Contribution to the review and improvement of existing processes and procedures to streamline operations and optimize resource utilization. Maintenance of accurate and up-to-date records and documentation related to contract management activities, ensuring compliance with record-keeping standards and protocols. Adherence to ethical standards and principles of transparency, accountability, and integrity in all aspects of work.
Continuous monitoring of contract performance metrics and indicators to identify trends, areas for improvement, and opportunities for innovation. Collaboration with external vendors and service providers to negotiate terms, resolve disputes, and ensure contractual obligations are met. Regular reporting to the Chief of Section on the status of contract management activities, progress towards objectives, and any emerging issues or challenges. Flexibility to adapt to changing priorities, urgent tasks, and unforeseen circumstances, demonstrating resilience and problem-solving skills.
Overall, the Contracts Management Assistant will play a vital role in supporting the effective and efficient management of contracts essential for the mission’s operations, contributing to the achievement of organizational goals and objectives.
Competencies:
Professionalism: The Contracts Management Assistant exhibits a high level of professionalism by demonstrating comprehensive knowledge in procurement, contract, and project management. This includes proficiency in quality assurance practices and the management of service and commodity contracts within field or decentralized operations. They display fiscal awareness and responsibility, ensuring efficient resource utilization. The incumbent takes pride in their work, showcasing competence and mastery in their field. They are diligent in meeting commitments, adhering to deadlines, and achieving results. In challenging situations, they remain composed and persistent, focusing on finding solutions. Furthermore, they actively incorporate gender perspectives and promote equal participation of women and men in all aspects of their work.
Communication: Effective communication is a hallmark of the Contracts Management Assistant’s skill set. They communicate clearly and concisely, both orally and in writing, ensuring messages are understood by diverse audiences. They actively listen to others, accurately interpret messages, and respond appropriately. Proactively seeking clarification when needed, they foster two-way communication and demonstrate genuine interest in understanding others’ perspectives. Additionally, they adapt their communication style to suit the audience, ensuring information is conveyed effectively and comprehensively.
Client Orientation: With a strong client orientation, the Contracts Management Assistant prioritizes meeting the needs of all stakeholders. They view all individuals receiving services as “clients” and strive to understand their perspectives and requirements. Building trust and respect, they establish and maintain productive partnerships with clients. By actively listening and identifying clients’ needs, they match them with appropriate solutions, ensuring client satisfaction. Continuously monitoring developments, both internally and externally, they anticipate challenges and proactively address them. They maintain open communication with clients, providing regular updates on project progress and ensuring timely delivery of products or services.
Work Experience: The ideal candidate should possess a minimum of six (6) years of progressively responsible experience in contract/quality administration, with at least one year at the international level. Experience in supporting supply services for international peacekeeping or military operations in a conflict environment is desirable.
Languages: As English and French are the working languages of the United Nations Secretariat, fluency in English is required for this position. Knowledge of French is considered desirable.
Assessment: Candidates who have been previously rostered are not subject to further assessment and will not be invited for such evaluations.
Special Notice: This “Recruit from Roster” job opening is exclusively available to roster applicants who have been pre-approved by a United Nations Central Review Body. Eligible candidates are those who have been placed on rosters with similar functions at the same level. Rostered applicants are encouraged to apply only if they are genuinely interested and available to take up the position at the specified duty station/s. Applying to this job opening implies an expectation to accept the offer if selected.
Appointment or assignment to this position is initially for one year, subject to the availability of the post or funds, budgetary approval, or extension of the mandate.
The United Nations is committed to achieving gender balance in its staff, aiming for a 50/50 ratio. Female candidates are strongly encouraged to apply for this position.
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.
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 activities or offices of the United Nations.
The United Nations does not charge any fee at any stage of the recruitment process and does not require information on applicants’ bank accounts.
Applicants are advised to carefully follow all instructions provided in the online recruitment platform, and refer to the Applicant Guide for guidance.
The evaluation of applicants will be based on the information submitted in the application, following the evaluation criteria of the job opening and applicable internal regulations of the United Nations.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date: May 24, 2024
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