Contracts Management Associate

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Position Title: Contracts Management Associate
Location: Harare
Country: Zimbabwe
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global development network established in 1965, with a mission to eradicate poverty and reduce inequalities through sustainable development. UNDP operates in approximately 170 countries and territories, working with governments and communities to address the challenges of development. The organization emphasizes diversity, equity, and inclusion, valuing the multiplicity of nations and cultures where it operates. UNDP is committed to ensuring that all personnel are empowered to contribute to its mission, and it actively encourages applications from individuals belonging to marginalized or excluded populations. UNDP has a zero-tolerance policy towards sexual exploitation and abuse, harassment, and discrimination, ensuring rigorous reference and background checks for all selected candidates.

Job Overview:
The Contracts Management Associate will play a crucial role in overseeing the management of procurement contracts within the Program Management Unit (PMU) of UNDP Zimbabwe. This position is integral to ensuring the effective implementation of goods and service contracts, with a focus on achieving probity and proper performance of obligations by both parties involved. The associate will be responsible for developing SMART contract deliverables that can be monitored effectively, participating in procurement pre-contracting activities, and assisting in the implementation of operational plans and standard operating procedures. The role requires collaboration with various stakeholders, including the Ministry of Health and Childcare (MoHCC) and the National AIDS Council (NAC), to ensure compliance with Global Fund and UNDP policies. The associate will also manage contract performance, monitor contract management principles, and facilitate communication between requesting units and suppliers, ensuring that all contractual obligations are met in a timely manner.

Duties and Responsibilities:
The Contracts Management Associate will have a comprehensive set of responsibilities, including:

• Ensuring contract performance planning and supporting the development of SMART contract deliverables.
• Providing inputs to statements of works (SOW), Terms of Reference (TORs), and contract submissions.
• Assisting in the implementation of operational plans and standard operating procedures related to contract compliance.
• Developing a quality assurance plan for evaluating goods and services.
• Monitoring and supporting the implementation of contract management principles across all units.
• Handling administrative aspects of contract management, including documentation and change management.
• Managing relationships with suppliers to ensure effective communication.
• Facilitating pre-award contract meetings and managing contract variations.
• Ensuring enforcement of UNDP contracts and resolving conflicts or performance issues. 1
• Creating innovative contract tracking tools and maintaining contract information in Quantum. 1
• Providing training and guidance to procurement staff and developing work plans. 1
• Performing other duties as necessary for the efficient functioning of the office.

Required Qualifications:
Candidates must possess a minimum of 7 years of relevant professional experience in procurement with a secondary education or 4 years with a bachelor's degree. Demonstrated experience in building capacities of national entities in procurement and contract management is essential. Proficiency in using computers and office software packages (MS Word, Excel, PowerPoint) is required. Knowledge of UN or UNDP procurement and contract management policies is an asset, along with relevant experience in international organizations. Previous experience with Global Fund projects and in procurement for civil works/infrastructure projects is also desirable.

Educational Background:
A completion of High School education is required, while a University degree (Bachelor’s degree) in Procurement, Business, Economics, Public Administration, or Law is preferred. Candidates with CIPS Level 3 certification will have a distinct advantage, and those without it are expected to obtain it within one year of recruitment. Holding a CIPS certification at any level below Level 3 will provide a proportionate advantage during the selection process.

Experience:
The position requires a minimum of 7 years of relevant professional experience in procurement for candidates with secondary education or 4 years for those with a bachelor's degree. Experience in building capacities of national entities in procurement and contract management is crucial, along with familiarity with UNDP procurement policies and procedures. Candidates should also have experience in managing effective partnerships with stakeholders, including government and private contractors.

Languages:
Fluency in written and spoken English is mandatory for this position. A basic working knowledge of Shona and/or Ndebele would be considered an asset, enhancing communication with local stakeholders and communities.

Additional Notes:
This position is full-time and is based in Harare, Zimbabwe. The role involves significant interaction with various stakeholders, including government entities and suppliers. UNDP emphasizes a zero-tolerance policy towards sexual exploitation and misconduct, ensuring that all selected candidates undergo rigorous reference and background checks. The organization is committed to diversity and inclusion, encouraging applications from individuals belonging to marginalized or excluded populations. UNDP does not charge any fees in connection with the application or recruitment process.