Regional Service Centre at Entebbe Contracts Management Assistant Jobs in Uganda
Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end. operational support, advisory services, and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.
The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities.
This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.
In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.
This position is located in the Office of the Deputy Director of the Regional Service Centre in Entebbe (RSCE). The Contracts Management Assistant will report to the Deputy Director.
Responsibilities
Within delegated authority, the Contracts Management Assistant will be responsible for the following duties:
Demonstrate full knowledge of all assigned contracts.
Analyzes requests for procurement of goods, services, and works, advises, and supports the requisitioner /client requests for data, from contract award to termination.
Monitors contract performance in coordination with the requisitioner and ensures compliance with the terms and conditions of the contract. Monitor invoices submitted against individual contracts.
Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables, and reports using data visualization methods for data-driven planning, decision-making, presentation, and reporting.
Ensures compliance by tracking and managing compliance with contract terms and conditions, including timelines, deliverables, and payment schedules.
Manage risks associated with non-compliance.
Documents contract violations, advising the relevant stakeholders, and ensuring corrective measures are effectively implemented.
Maintains positive relationships with all stakeholders involved in the contract, including suppliers, clients, and internal teams.
Develops a mechanism to track and resolve issues related to non-payment, overpayment, underpayment, and prompt payment discounts.
Monitors contract termination dates, advise the requisitioner accordingly and obtain guidance on contract extensions or renewals, prepare the memorandum for extensions and or renewals, and performance reports.
Manages the process of contract close-out once all contractual obligations have been met, finalizing any outstanding payments, documenting any final changes, and ensuring that all parties are satisfied with the outcome of the contract.
Undertakes special assignments and research into cases as and when required.
Provides input/response to audit queries.
Represents the Office of the Deputy Director in various meetings, as and when required.
Maintains relevant internal databases and files.
Ensures that contractual outputs are received and inspected to allow invoices to be paid by the Budget Unit.
Performs other duties as assigned.
Competencies
Professionalism: Knowledge of policies, practices, and regulations on management of supplies, purchasing and logistics and ability to apply them in a contracts management environment. Shows pride in work and in achievements. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns.
Planning & Organization: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
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 the audience. Demonstrates openness in sharing information and keeping people informed.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Relevant training is desirable.
Work Experience
At least seven (07) years of progressively responsible experience in contracts management, administration, procurement, or related area is required.
The minimum year of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher.
A minimum of at least last three (3) years specifically in contracts management is required.
Experience in expenditure monitoring and invoicing is desirable.
Experience in data analytics and the ability to create reports for management consumption is desirable.
Relevant experience with contracts and supply management is required.
Experience in in the United Nations or similar international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.
Knowledge of another official United Nation’s language is desirable.
How to Apply
For more information and job application details, see; Regional Service Centre at Entebbe Contracts Management Assistant Jobs in Uganda
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