Special Notice

The United Nations Stabilization Mission in Haiti (MINUSTAH) invites all interested and qualified candidates to apply for the announced job opening. All interested candidates should submit their Personal History Profile (PHP) and copies of their educational diploma/certificates and employment records to Recruitment & Career Development Unit (RCDU) via email at minustah-recruitment@un.org.  Blank PHP and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org/recrutement) for external candidates.  Attachments/file size bigger than 14 MB should be sent in batches.

For ease of reference, please include the job opening number indicated above in the subject of your e-mail.

Organizational Setting and Reporting Relationships:

This position is located in the Engineering Section of the United Nations Stabilization Mission in Haiti (MINUSTAH). The incumbent will report directly to the Chief of Engineering Section through the Head of the Operations and Contract Management Unit.

Under the overall supervision of the Head of the Operations and Contract Management Unit, the Contracts Management Assistant will be responsible for management of Contract matters. The Contracts Management Assistant will have overall responsibility, as designated and guided by the Chief Engineer, for the following:

Responsibilities:

Under the direct and overall supervision of the Chief, Engineering Unit, the incumbent is required to perform the following functions:

Contract Administration

Assists in the management of contractual and procurement aspects of services and projects in the Engineering section; establishes and maintains work programs and schedules for on-going contracts and newly planned ones.

Ensures adherence to contractual agreements for material, equipment and production costs, performance requirements and delivery schedules by periodic and ad hoc checks.

Under the supervision of the Senior/ Contracts Management Officer, ensure the enforcement of UN contracts in consultation with Contracts Administration Unit at UNHQ as appropriate and liaising with other Departments, including handling of claims and disputes, demanding specific performance, claiming against warranties and other contractual remedies.

Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.

Audit contractors' invoices against the goods and services provided by external contractors and approved by receivers.

Processes the payment of contractors' invoices and monitors payments in Umoja.

Prepares and processes all UN forms and permissions for both contractual services staff and UN staff, including: UN grounds passes, property passes, parking access, swipe-card access and door keys.

Supports the Chief of Facilities Management with respect to monitoring and ensuring that all major service contracts are in compliance with all UN procedures, manuals and guidelines.  This includes coordinating compliance with security training and passes; following up on receipt and inspection reports, verifying invoice schedules, and recording contract performance at all stages of the procurement process.

Prepares status reports for management such as statistical and financial reports.

Maintains contact with customers and outside vendors on support issues.

Maintains supporting files and databases with respect to finances, procurement, and contract administration and management

Draft relevant audit responses. Maintain contract related electronic and hardcopy files and records to ensure proper accountability. Implement Contracts Management work program.

Administration of office, managing and liaising with vendors.

Assisting with budgetary reporting, and reconciliation of invoices.

Performs other duties as assigned.

Competencies:

Professionalism: - Ability to operate standard office equipment; understanding of file systems, ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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 audience; Demonstrates openness in sharing information and keeping people informed.

Planning & 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.

Education: - High school diploma is required. First level university degree in business administration is desirable.

Work Experience: - A minimum of five (5) years of experience in office administration, contracts and information management, or related areas, is required. Experience in Enterprise Resources Planning (ERP) systems relating to Finance, Procurement, Real Estate is highly desirable.

Languages: - English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English both oral and written is required; Knowledge of French is desirable.