Contract Management Officer (P-3)

Principal Functions

The Contracts Management Officer is the focal point for contractual matters within GSS responsible for contracts requisitioned by the General Services Section (GSS), providing advice and support as required.

Within delegated authority, the Contracts Management Officer:

1. Establishes and maintains work programmes and schedules for on-going contracts and newly planned ones. Plans and manages all contractual aspects of a project;
2. Provides inputs on planning and allocation of resources, and serves as the focal person for budget and forecasting;
3. Provides guidance on contract management to the Building Management team for the management of maintenance and supply contracts as well as alterations and improvements to the technical systems and building services;
4. The Contracts Management Officer further assists staff in the in the management of their various service, insurance and supply contracts (travel services, cargo and relocation of personal effects, courier services, general supplies, etc) and assists in planning and allocation of resources;
5. Oversees the procurement process, including providing input to statement of works/requirements (including articulation of performance standards and Key Performance Indicators), Committee on Contracts presentations, development of technical evaluation criteria, assistance with evaluation of vendor proposals and guidance during contract formulation, drafting and negotiation;
6. Participates in the assessment of contractor performance, providing advice and ensures the enforcement of contracts in consultation with, Procurement and OPCW stakeholders, as appropriate. Liaises with other departments in relation to claims and disputes, demanding specific performance, determining appropriate action to address instances of non-compliance with contractual obligations;
7. Participates in the development of contract risk assessments and risk management plans, including mitigating measures;
8. Initiates contract close outs including identifying, documents and secures the final contractor performance assessment;
9. Identifies and recommends areas of operational improvement, informs on policy, procedures, disseminates best practices and lessons learned;
10. Within the terms and conditions of the contract, works towards resolution of conflicts or performance issues arising in cases of poor performance and/or non-compliance with contractual obligations;
11. Drafts relevant audit responses on contract management related issues, as required;
12. Maintains electronic and hardcopy files and records to ensure proper accountability.
13. Serves as a focal point for contractual matters within GSS;
14. Supervises and monitors performance indicators for VISA and Transport Personnel within the Section, as required;
15. The CMO actively supports the development of people, coaching and mentoring staff to build a strong team;
16. Other related tasks as required, including serving as acting Head of GSS in their absence.

Knowledge and Experience

Education

Essential 

Advanced university degree (Master's degree or equivalent degree) in business administration, procurement, law or a related field. A first level university degree in combination with additional qualifying experience (minimum 7 years) may be accepted in lieu of the advanced university degree.

Experience

Essential

A minimum of 5 years of progressively responsible experience in providing project / contracts management and logistics support in the United Nations Common System or a comparable international organisation is required. Supply Experience in procurement and / or contract management for Property, Soft and Hard Services in Facility Management is highly desirable.

Desirable

2 years’ experience in procurement and / or contract management for Property, Soft and Hard Services in Facility Management;

An appreciation of the basic concepts of risk management in an operational environment.




Skills and Abilities (key competencies):

1. Professionalism: Demonstrated knowledge in the field of contract and/or project management. Demonstrated fiscal awareness and knowledge of UN financial regulations and rules; 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;
2. Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organisational 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;
3. 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. Excellent drafting skills are required. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed;
4. Analytical and Planning Skills: Demonstrates the ability to analyse and effectively apply procedural guidelines and develop realistic implementation plans for new contracts, standards, procedures and guidelines; Possesses very strong organisational, planning and coordination skills and an ability to develop clear goals that are consistent with agreed strategies, foresee risks and adjust plans as necessary;
5. Team Work: Demonstrated multi-cultural environment team player with a focus on promoting diversity and inclusivity approach;
6. Approach to management: A results focused professional that consistently approaches work with energy and a positive, constructive attitude and is able to remain calm, in control and good humored even under pressure.

Language Requirements

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.