Senior Contracts Management Assistant at

1 month ago

Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Manage in collaboration with all internal and external stakeholders contract amendments or extension.

Monitor and track the status of all contracts and initiate and perform contract administration actions to prevent occurrence of contractual or operational risks.

Prepare periodic reports on status of all contracts as well as pertinent issues, actions, risks, etc. that may arise during the contract administration phase.
Closely collaborate with procurement team as well as clients on strategizing acquisition exercises.
Identify, memorialize, and disseminate best practices and lessons learnt from administering contracts.
Manage a proper contract closure, record retention, maintenance of the contract file, and handling security instruments (e.g. Performance Security)
Assist in resolution of contractual dispute in collaboration with internal and external stakeholders.

Ensure maintenance of relevant proper record retention (electronic, hardcopy or both) pertinent to a contract, internal databases, and files; keeps track of any contractual agreements, direct provisioning contracts, etc.

and informs affected users of contractual rights and obligations.
Establish performance indicators in relation to Contract Administration.
Ensure that the Section maintains complete and accurate electronic and hard copy records to ensure proper accountability.
Coordinate with all stakeholders in preparing for internal and external audit exercises.
Drafts a variety of correspondence relevant to contract administration.
Supervises, assigns and reviews the work of more junior staff.

Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Assists with visualizations and updating information material such as web pages or brochures.
Perform other duties as assigned.

Requirements
Competencies

PROFESSIONALISM:

Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services.

Knowledge of contract law and expertise in handling complex procurement and contract issues.

Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing.

Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of complex and/or sensitive issues/problems. Ability to develop procurement policies, procedures and new programmes. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.


PLANNING AND ORGANIZING:
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.

CLIENT ORIENTATION:

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view.

Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

Completion of high school diploma or equivalent is required.
Supplementary training in procurement functions is desirable.

Job - Specific Qualification

Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is required.

Work Experience

A minimum of ten (10) years of progressively responsible experience in procurement, contract management, administration, supply chain management and/ or related area is required.

The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.

At least three (3) years' experience in administration of procurement related contracts that supports the needs of multiple organizations such as UN Entities or similar organizations is required.

At least one year experience in participating in collaborative procurement working group or similar network which involves multiple organizations such as UN Entities or similar organizations is desirable.

Experience working with a Systems, Application and Products (SAP) system or other
Enterprise Resource Planning (ERP) system is desirable
One (1) year or more of experience in data analytics or related area is desirable

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