Procurement and Contracts Officer

UNOPS, Port-au-prince, Haiti

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
6th November, 2015

Job Description

Functional Responsibilities

Under the guidance and direct supervision of the Head of the Unit , the Procurement and Contracts Officer is responsible for effective procurement and contracts administration .  

- Prepare tender documents such as RFQ, ITB or RFP and other instruments related to market research or market survey such as RFI and EOI;
- Provide guidance to the Projects on procurement processes, procurement timelines, evaluation methodologies, and the full range of possible procurement issues;
-  Prepare case presentation for review and recommendation by appropriate review bodies, explaining the nature and purpose of the requirement, the procurement process undertaken, the recommendations and basis for award;
- Ensure full compliance to the Financial Regulations and Rules of UNOPS and its Procurement Manual;
- Provide analytical inputs to the elaboration and implementation of contractual strategies, focusing on the timely delivery of complex requirements;
- Support the Project in the implementation of effective internal controls while ensuring client-oriented service;
- Support the Project in the management of requirements, focusing on the analysis of procurement plans and elaboration of appropriate procurement strategies;
- Prepare weekly requisition status reports providing the most updated information about the status of each requisition;
- Manage the execution of contracts pertaining to the supply of goods/services/works to ensure full and satisfactory compliance by the parties of their respective contractual obligations;
- Communicate effectively with contractors and internal clients to ensure the timely delivery of goods/services/works; and to this end, hold start-up meetings as well as periodic meetings with all parties concerned;
- Manage, minimize and mitigate financial and operational risks, seek legal advice, and resolve contractual disputes by suggesting practical solutions to a wide spectrum of contractual issues; to this end, engage in productive dialogue with Projects Teams and Support Team (Procurement, Logistics, Finance)to ensure that all parties within the project are aware of the full range of contractual issues;
- Evaluate the performance of contractors on a quarterly basis and prepare performance appraisal reports for submission to senior management, LCPC/HQCPC, Procurement and/or auditors;
- Monitor contract balances, PO balances and outstanding payments due to ensure that (i) contractors are paid in accordance with the contract’s payment terms and conditions; (ii) the project does not underpay or overpay any contractor; (iii) outstanding obligations are paid prior to year-end closing; to this end, coordinate with and send regular notices to parties responsible for preparing/submitting Request for Payment;
- Ensure that all payments made to contractors, especially for services and works, are commensurate to the actual quantity of services/works performed by contractors, as certified by internal clients;
- Establish price benchmarks for commonly purchased goods/services/works in aid of projects that need guidance in preparing budgets or determining price reasonableness of offers;
- Work towards the achievement of client satisfaction; and,
- Perform such other duties and responsibilities germane or analogous to the functions of a Procurement Officer.

Education/Experience/Language requirements

- Master’s Degree in Business Administration, Public Administration, Engineering, Law, or related fields.
- A Bachelor’s degree in Business Administration, Public Administration, Engineering, Law, or related fields, in combination with relevant years of experience may be accepted in lieu of the master’s degree
- 7 years of professional experience in Procurement, Administration
- Experience in managing or implementing contracts an advantage
- Experience in contract negotiations an advantage
- Experience in the UN system an advantage
- Fluent in written and spoken English and French

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