Contracts Management Associate – GF (UNDP Zimbabwe): Comprehensive Job Overview, Responsibilities, Challenges, and Career Growth

March 9, 2025

11 minutes read

This Contracts Management Associate – GF position at UNDP Zimbabwe is a full-time role based in Harare, Zimbabwe, under a National Personnel Service Agreement (NPSA-7). The job mainly involves managing procurement contracts under the Global Fund (GF) HIV Grant, ensuring compliance with UNDP regulations, and supporting the Program Management Unit (PMU) in handling contract-related tasks.

Key Responsibilities:

Contract Performance Planning & Development
- Help prepare contract documents, including statements of work (SOW), terms of reference (TORs), and evaluation criteria.
- Ensure contracts include measurable and clear deliverables.
- Participate in procurement pre-contracting processes such as contract drafting and negotiations.
- Develop quality assurance plans for goods and services.
Contract Implementation & Monitoring
- Track contract performance, timelines, and compliance.
- Support contract closeout by reviewing vendor/contractor performance and documenting lessons learned.
- Handle contract warranties, defects liability, and final inspections.
- Address contract conflicts and performance issues to ensure smooth operations.
Supplier & Stakeholder Coordination
- Work closely with vendors, suppliers, government entities, and UNDP teams.
- Provide administrative support to the Procurement and Supply Management (PSM) unit.
- Ensure contracts are executed properly and resolve contract-related disputes.
Data & Reporting Management
- Maintain accurate contract tracking tools in Quantum (UNDP’s system).
- Monitor purchase orders, commitments, and timely contract renewals.
- Support donor reporting by analyzing contract performance data.
- Maintain proper contract documentation and records.
Training & Capacity Building
- Train UNDP procurement staff, Sub-Recipients (SRs), and Sub-Sub-Recipients (SSRs).
- Provide guidance on contract management best practices.
- Support audits and ensure compliance with UNDP and Global Fund policies.

Qualifications & Experience Required

Education:
- High School Certificate + 7 years of experience OR
- Bachelor’s Degree (Procurement, Business, Economics, Law, Public Admin, etc.) + 4 years of experience
- CIPS Level 3 (Chartered Institute of Procurement & Supply) certification is highly preferred.
Experience:
- Proven procurement and contract management experience.
- Experience in building capacities of national entities.
- Strong knowledge of UNDP or UN procurement policies is a plus.
- Familiarity with Global Fund projects and procurement of health products is an advantage.
- Experience in civil works/infrastructure procurement is beneficial.
Skills:
- Strong contract negotiation & compliance abilities.
- Experience using MS Office (Word, Excel, PowerPoint).
- Knowledge of supplier relationship management.
Languages:
- Fluent in English (required).
- Basic knowledge of Shona and/or Ndebele is an advantage.

Key Competencies

Results-driven and detail-oriented.
Strong problem-solving and communication skills.
Ability to adapt to change and work under pressure.
Excellent stakeholder engagement and teamwork.

Contract & Workplace Details

Location: Harare, Zimbabwe.
Contract Duration: 1 year (renewable based on performance & funding).
Mobility: No mobility required.

How to Apply

Deadline: March 12, 2025.
Apply via the UNDP Careers Portal.
Ensure you meet all requirements and attach relevant certifications.

This role is ideal for someone with strong procurement and contract management experience, particularly in health and development sectors. Let me know if you need help with the application or CV preparation! 🚀

Here is a detailed explanation of the Contracts Management Associate – GF position at UNDP Zimbabwe with an in-depth breakdown of the job description, responsibilities, qualifications, required competencies, and application process.

UNDP Contracts Management Associate – GF (Harare, Zimbabwe)

Job Overview

The Contracts Management Associate – GF position at UNDP Zimbabwe is a full-time role based in Harare, Zimbabwe, under a National Personnel Service Agreement (NPSA-7). This position focuses on procurement contract management within the Global Fund (GF) HIV Grant program, which UNDP manages in Zimbabwe.

The primary goal of this position is to ensure the smooth execution of procurement contracts, maintain compliance with UNDP and Global Fund regulations, and support the Program Management Unit (PMU) in managing procurement-related tasks.

The UNDP’s HIV and Health Strategy (2022-2025) aligns with the 2030 Agenda for Sustainable Development, and the Contracts Management Associate plays a vital role in ensuring efficient resource utilization to combat HIV/AIDS, tuberculosis, and malaria.

Background of the Position

UNDP’s Role in Zimbabwe

UNDP Zimbabwe is responsible for managing the Global Fund HIV grant and providing Support Services for the Ministry of Health and Child Care (MoHCC) as part of the country’s efforts to combat HIV, tuberculosis (TB), and malaria. Additionally, UNDP serves as the Country Coordinating Mechanism (CCM) Funding Recipient, handling CCM financial management.

The HIV Grant (2024-2026) supports the Zimbabwe National HIV Strategic Plan (2021-2026), which aims to improve health outcomes and strengthen national healthcare systems.

To effectively implement this Global Fund grant, UNDP has set up a Program Management Unit (PMU) in Harare. This PMU works in coordination with government agencies, NGOs, technical partners, and international organizations to ensure the successful procurement of health-related goods and services.

Key Responsibilities of the Contracts Management Associate

The Contracts Management Associate will be responsible for overseeing contract execution and compliance to ensure that all procurement activities under the Global Fund HIV Grant meet the required quality, efficiency, and legal standards.

1. Contract Performance Planning & Development

The pre-contracting phase is crucial in procurement, and the Contracts Management Associate will:

Develop and review contracts to ensure compliance with UNDP and Global Fund policies.
Assist in drafting Statements of Work (SOW) and Terms of Reference (TORs) for service providers.
Participate in procurement planning, ensuring that contract deliverables are SMART (Specific, Measurable, Achievable, Relevant, and Time-bound).
Advise procurement teams on contract evaluation criteria, supplier negotiations, and risk assessment.
Work with technical teams to ensure contract deliverables align with project objectives.

2. Contract Implementation & Monitoring

Once contracts are awarded, the Contracts Management Associate will:

Monitor contract execution, ensuring vendors meet their obligations.
Track performance metrics for suppliers and service providers.
Manage contract variations and extensions.
Ensure final inspections and certifications are completed.
Oversee warranty and defect liability claims, ensuring quality control.
Identify and mitigate risks in contract execution, preventing delays, cost overruns, and disputes.

3. Stakeholder & Supplier Management

The role involves extensive stakeholder engagement, including:

Liaising with vendors, suppliers, and contractors to ensure clear communication.
Supporting government entities (MoHCC, National AIDS Council) in contract management.
Ensuring that procurement decisions align with national health policies.
Facilitating dispute resolution between contracting parties.
Collaborating with UNDP teams, technical experts, and donor agencies.

4. Data Management & Reporting

Effective contract management requires accurate record-keeping, and the Contracts Management Associate will:

Maintain contract databases, ensuring all procurement contracts are properly documented.
Use Quantum (UNDP’s procurement system) to track contract execution and payments.
Generate periodic reports on contract performance, flagging potential risks.
Ensure that financial commitments align with donor funding requirements.
Assist in audit preparations, providing required documentation.

5. Capacity Building & Training

The role also involves training and supporting procurement teams:

Conduct training sessions for UNDP procurement staff, Sub-Recipients (SRs), and Sub-Sub-Recipients (SSRs).
Develop training materials on contract management best practices.
Provide guidance on risk management, procurement policies, and contract negotiation.

6. Compliance with UNDP & Global Fund Policies

The role requires strict adherence to procurement regulations, including:

Ensuring that contractual agreements comply with UNDP procurement rules.
Managing disputes according to UNDP conflict resolution protocols.
Monitoring legal compliance in all procurement activities.

Qualifications & Experience Required

Education:

High School Certificate with 7 years of experience in procurement and contract management OR
Bachelor’s Degree (Procurement, Business, Economics, Public Administration, Law, or related field) with 4 years of experience.
CIPS Level 3 certification (Chartered Institute of Procurement & Supply) is highly desirable. Candidates with CIPS will have a distinct advantage.

Experience:

Minimum 7 years (with high school diploma) OR 4 years (with a bachelor’s degree) of contract management experience.
Proven experience in procurement, vendor management, and contract execution.
Experience in capacity building and training national entities in procurement.
Strong familiarity with UNDP/UN procurement processes is a plus.
Experience working on Global Fund projects is an advantage.
Experience in procurement of health commodities (pharmaceuticals, medical equipment, etc.) is beneficial.
Experience in procurement of civil works/infrastructure projects is an asset.

Skills & Competencies

Contract Negotiation & Compliance: Ability to draft and negotiate procurement contracts.
Risk Management: Ability to identify and mitigate potential contract risks.
Procurement Management: Strong knowledge of supplier evaluation, bidding processes, and procurement planning.
Stakeholder Management: Ability to build relationships with government agencies, suppliers, and donors.
Technical Proficiency: Skilled in MS Office (Word, Excel, PowerPoint) and procurement software (Quantum).
Analytical & Reporting Skills: Ability to assess contract performance and generate reports.
Communication Skills: Ability to present complex procurement concepts clearly.

Language Requirements:

Fluency in English (Required).
Basic knowledge of Shona and/or Ndebele (Advantageous).

Workplace Detailswordpress-6.7.1

Location: Harare, Zimbabwe.
Contract Duration: 1 year (renewable based on performance & funding).
Mobility: No mobility required.

How to Apply

Application Deadline:

March 12, 2025, at 05:59 AM (Harare time).

Application Process:

Visit the UNDP Careers Portal and search for the job title “Contracts Management Associate – GF”.
Submit your updated CV and cover letter.
Attach relevant certifications, including CIPS qualifications if available.
Ensure all information is accurate before submission.

Final Thoughts

This position is ideal for candidates with a strong background in procurement and contract management, particularly in the health sector. The role offers an opportunity to work with UNDP and contribute to Zimbabwe’s healthcare improvement efforts.

If you need assistance with your CV, cover letter, or interview preparation, feel free to ask! 🚀

Here’s an even more detailed breakdown of the Contracts Management Associate – GF position at UNDP Zimbabwe with additional insights into the importance of the role, challenges, expected outcomes, career growth opportunities, and tips for a strong application.

Extended Job Description: Contracts Management Associate – GF (Harare, Zimbabwe)

1. Understanding the Role in the Bigger Picture

UNDP & Global Fund Partnership

The United Nations Development Programme (UNDP) plays a crucial role in implementing Global Fund (GF) grants in Zimbabwe. The Global Fund is a financing institution that provides resources to combat HIV/AIDS, tuberculosis (TB), and malaria worldwide. In Zimbabwe, the HIV grant (2024-2026) aims to strengthen national healthcare systems and improve the delivery of life-saving medications and services.

As part of this partnership, UNDP acts as the Principal Recipient (PR) of Global Fund grants, ensuring that funds are used efficiently and in compliance with procurement and financial regulations. The Contracts Management Associate is a critical position within the Program Management Unit (PMU) responsible for managing the procurement contracts that support health initiatives.

Why This Role Matters

Procurement in the health sector is a highly specialized function requiring strict contract compliance, quality assurance, and supplier monitoring. Every contract managed by UNDP Zimbabwe has a direct impact on people’s lives—from ensuring timely delivery of HIV medications to managing the logistics of healthcare supplies.

This role is essential to:

Prevent fraud, corruption, and contract mismanagement.
Ensure that procurement meets global quality and ethical standards.
Facilitate transparent and cost-effective contract execution.
Support Zimbabwe’s healthcare system in delivering essential services.

By managing contracts effectively, the Contracts Management Associate contributes directly to saving lives and strengthening the healthcare system in Zimbabwe.

2. Key Responsibilities – Deep Dive

A. Procurement Planning & Pre-Contracting Stage

Before any procurement contract is signed, the Contracts Management Associate ensures that:

The contract terms are aligned with Global Fund and UNDP procurement policies.
Proper due diligence is conducted on suppliers and contractors.
Risk assessments are completed to identify potential contract risks (e.g., supplier delays, non-compliance, financial instability).
Key Performance Indicators (KPIs) are set for each contract, including delivery timelines, quality standards, and payment terms.
Market research is conducted to ensure that procurement costs are reasonable.

B. Contract Execution & Compliance Monitoring

Once contracts are signed, the Contracts Management Associate will:

Track contract milestones and ensure compliance with contractual obligations.
Monitor supplier performance to identify potential issues (e.g., late deliveries, substandard goods, breaches of contract).
Ensure timely payments to suppliers and service providers based on contract terms.
Maintain all procurement documentation for audits and financial reporting.
Address disputes and resolve conflicts between vendors and UNDP.

C. Financial & Risk Management

One of the critical aspects of this role is managing financial risks related to contracts:

Ensuring that contract payments are processed correctly without overpayments or financial mismanagement.
Identifying early warning signs of supplier non-compliance or financial distress.
Working closely with the finance team to monitor budget spending on procurement activities.

D. Supplier Development & Relationship Management

Building strong relationships with vendors to ensure smooth procurement operations.
Providing training to suppliers on UNDP procurement standards.
Ensuring suppliers follow ethical procurement practices, including anti-corruption and sustainability measures.

E. Reporting & Documentation

Preparing procurement reports that summarize contract performance.
Documenting lessons learned from past procurement contracts.
Maintaining a database of supplier performance metrics.

3. Challenges & How to Overcome Them

This role comes with its share of challenges, including:@vacancyspaces.com

1. Managing High-Value Contracts with Strict Donor Regulations

Challenge: The Global Fund has strict procurement regulations, requiring transparency and accountability.
Solution: The Contracts Management Associate must have a strong understanding of UNDP and Global Fund procurement policies and ensure meticulous record-keeping.

2. Ensuring Timely Procurement in a Dynamic Health Sector

Challenge: Delays in procurement can lead to stock-outs of critical medications or disruptions in HIV treatment programs.
Solution: The Contracts Management Associate must work proactively with suppliers to prevent delays and ensure on-time delivery.

3. Supplier Non-Performance & Quality Issues

Challenge: Some suppliers may fail to meet contract terms, deliver substandard products, or face financial difficulties.
Solution: Establishing rigorous supplier performance monitoring and conducting regular quality checks is crucial.

4. Career Growth & Development Opportunities

The Contracts Management Associate position is a high-impact role within UNDP Zimbabwe and offers multiple career advancement opportunities, such as:

Short-Term Growth

Advancing to Contracts Management Specialist or Procurement Specialist roles within UNDP.
Taking on additional responsibilities in vendor risk assessment, audit preparation, or compliance monitoring.

Long-Term Growth

Progressing into senior procurement roles at international organizations like the United Nations (UN), World Health Organization (WHO), or international NGOs.
Moving into supply chain management or public sector procurement roles at government agencies or donor-funded projects.

5. Tips for a Strong Application

A. Crafting a Winning CV

Your CV should highlight:

Experience in contract management and procurement.
Specific examples of contracts you have managed (e.g., “Managed a $500,000 procurement contract for HIV test kits”).
Achievements in procurement efficiency, cost savings, or supplier performance improvement.
Any relevant certifications (CIPS Level 3 or higher is a plus).

B. Writing an Effective Cover Letter

Your cover letter should:

Demonstrate your understanding of UNDP’s procurement processes and donor-funded contracts.
Show how your skills align with risk management, supplier negotiations, and contract compliance.
Highlight any experience in Global Fund grant management or health sector procurement.

C. Preparing for the Interview

Expect questions like:

Can you describe a time when you had to resolve a contract dispute?
How do you ensure that procurement contracts comply with donor regulations?
How would you handle a supplier that is failing to meet contract obligations?
What strategies do you use to ensure transparency in procurement?

6. Conclusion

The Contracts Management Associate – GF position is a key role within UNDP Zimbabwe, ensuring that procurement contracts are well-managed, compliant, and support national health programs.

Why Apply?

✅ High-impact role that directly contributes to Zimbabwe’s healthcare system.
✅ Career growth opportunities in UNDP, the UN system, and international development.
✅ Competitive salary & benefits package.
✅ Opportunity to develop expertise in procurement and contract management.

If you need help with your application, CV, or interview preparation,

For more information about the Contracts Management Associate – GF position with UNDP in Harare, Zimbabwe, please visit the official UNDP job posting:

estm.fa.em2.oraclecloud.com

Sources