Contract Management Officer

Job Posting Organization:
L'UNOPS Madagascar operates through its main office located in Antananarivo and has opened branch offices in several regions of the country following the signing of projects covering these areas. The UNOPS Madagascar office responds to the support needs of the government of Madagascar through funding from multilateral and bilateral donors. It provides a wide range of procurement and infrastructure implementation services and aims to expand its support to diverse projects, particularly in economic and social infrastructure (construction and rehabilitation) and financial management in sectors such as agriculture, transport/public works, sanitation, health, environment, and climate change mitigation.

Job Overview:
The Contract Management Officer will work under the direct supervision of the Project Manager and is responsible for ensuring compliance with procurement procedures for works, goods, and services in accordance with UNOPS procurement guidelines. The officer will collaborate with procurement to draft tender documents, participate in the bidding process, evaluate bids, and prepare evaluation reports with recommendations for contract awards. The role also involves communication with the procurement office to draft contract submissions for approval, providing contributions to contract documentation, and organizing contract signings. The officer will track the financial and physical progress of awarded contracts, review additional purchase order requests, and make recommendations for the Project Manager's approval. Additionally, the officer will collaborate with engineers on technical issues and make recommendations to mitigate delays in contract execution. The position requires submitting periodic reports on contract progress, maintaining databases on monthly payments to contractors, and preparing reports on contract status for stakeholders. The officer will also conduct site inspections and evaluations as needed, assist in preparing phase plans and end-of-phase reports, and maintain a register of issues and risks during project implementation.

Duties and Responsibilities:

• Ensure compliance with procurement procedures for works, goods, and services according to UNOPS guidelines.
• Collaborate with procurement to draft tender documents and participate in the bidding process.
• Evaluate bids and prepare evaluation reports with recommendations for contract awards.
• Communicate with the procurement office to draft contract submissions for approval.
• Provide contributions to contract documentation and organize contract signings.
• Track financial and physical progress of awarded contracts.
• Review additional purchase order requests and formulate recommendations for the Project Manager's approval.
• Collaborate with engineers on technical issues and recommend measures to mitigate delays.
• Review payment certificates received from contractors for the Project Manager's approval. 1
• Submit periodic reports on contract progress, including recommendations for performance improvement. 1
• Create and maintain a database on monthly payments to contractors and review cash flow projections. 1
• Maintain the contract database and prepare reports on contract status for stakeholders. 1
• Maintain quality documentation from field engineers. 1
• Draft letters related to contract conditions to address contractor issues and requests. 1
• Train project team staff on contract administration. 1
• Participate in workshops/discussions on procurement/contracts. 1
• Conduct site inspections and evaluations as needed. 1
• Actively participate in knowledge sharing and professional skill improvement. 1
• Maintain a defect register for infrastructure projects during the defect notification period. 2
• Assist the Project Manager in preparing phase plans and end-of-phase reports. 2
• Maintain and update the issues and risks register for project implementation phases.

Required Qualifications:
Essential qualifications include a Master's degree or equivalent in Procurement, Business Administration, Supply Chain Management, Law, Project Management, or a related field. Alternatively, a Bachelor's degree in the same fields with a minimum of 2 additional years of relevant experience may be considered in lieu of a Master's degree. A minimum of 2 years of relevant experience in contract management, procurement management, support services management, and/or client relationship management is required, particularly with knowledge of UN or international organization procurement rules and practices being desirable.

Educational Background:
Candidates must possess a Master's degree or equivalent in relevant fields such as Procurement, Business Administration, Supply Chain Management, Law, or Project Management. A Bachelor's degree in these areas, combined with relevant experience, may also be acceptable. This educational background is crucial for understanding the complexities of contract management and procurement processes.

Experience:
The position requires a minimum of 2 years of relevant experience in contract management, procurement management, or related fields. Experience with UN procurement rules and practices or those of international organizations is highly desirable, as it indicates familiarity with the regulatory environment in which the UNOPS operates.

Languages:
Fluency in French, both written and spoken, is mandatory. Knowledge of the local language is an asset, and proficiency in English is also considered beneficial. This linguistic capability is essential for effective communication within the organization and with stakeholders.

Additional Notes:
The engagement type is a Local Individual Contractor Agreement (LICA) at the ICS-8 / LICA-8 level. The duration of the engagement is indefinite, subject to satisfactory performance, availability of resources, and organizational priorities. UNOPS does not accept unsolicited applications, and applications received after the closing date will not be considered. Only candidates selected for the next stage of the recruitment process will be contacted. UNOPS promotes diversity and is committed to ensuring equal employment opportunities. The organization encourages women and individuals from underrepresented groups to apply, particularly those from ethnic minorities, indigenous groups, and individuals with disabilities. All staff members must adhere to the UN Charter and UNOPS policies and demonstrate an understanding of sustainable development goals consistent with UN values.