Contracts Management Associate – Global Fund HIV, Tuberculosis, and Malaria Projects (UNDP Zimbabwe)

The Contracts Management Associate role at UNDP in Harare focuses on overseeing the procurement and contract management process for projects related to the Global Fund HIV grant. Here’s a more detailed breakdown of what the job entails:

Key Responsibilities:http://Contracts Management Associate – Global Fund HIV, Tuberculosis, and Malaria Projects (UNDP Zimbabwe)

1. Contract Performance Management:
   • Planning: The role involves ensuring contracts have clear, measurable deliverables (SMART goals) and are set up to be monitored effectively.
   • Development: It includes providing inputs into contract documents like the Statement of Work (SOW), Terms of Reference (TOR), and technical evaluation criteria.
   • Compliance and Risk Management: You will monitor contract compliance, managing risks such as poor performance or contract violations, and helping with contract variations and disputes.
2. Contract Implementation:
   • Monitoring and Support: You will ensure that contracts are executed according to the agreed terms, helping to resolve any issues that arise during the contract lifecycle.
   • Supplier/Contractor Relations: You will manage relationships with vendors and suppliers to ensure clear communication and resolve any issues that come up.
3. Administrative Aspects:
   • Documentation: This includes handling contract documentation, tracking contract variations, and ensuring that all required approvals and signatures are obtained.
   • Contract Closure: The role involves ensuring that contracts are closed out properly, with final inspections, certifications, and capturing any lessons learned.
4. Procurement and Contract Monitoring:
   • Tracking Tools: You’ll create and maintain tools to track contract deadlines, deliverables, and progress. You will also update stakeholders about contract implementation status regularly.
   • Quantum Systems: You’ll manage contract information within the Quantum system, making sure contracts are reflected accurately in financial commitments and payments.
5. Capacity Building and Training:
   • Training Procurement Staff: You’ll help build the capacity of procurement staff by offering guidance and training on effective contract management practices.
   • Knowledge Sharing: Facilitating knowledge-sharing within the team and among stakeholders will also be part of your role.
6. Stakeholder Management:
   • The position requires working closely with a variety of stakeholders, including government officials, suppliers, contractors, and internal UNDP teams to ensure the smooth execution of contracts and resolve issues when they arise.

Skills and Competencies:@vacancyspaces.com

• Procurement and Contract Management Expertise: Experience in procurement, especially in the context of international organizations, will be essential for effectively managing contracts and supplier relationships.
• Risk and Compliance Management: You’ll need to ensure that contracts comply with UNDP’s rules and that any risks (e.g., non-performance, supplier disputes) are identified and mitigated.
• Problem-Solving & Negotiation: You will need strong problem-solving skills and the ability to negotiate with vendors and stakeholders to ensure mutual benefits and resolve conflicts.
• Communication Skills: The role requires clear communication (both written and verbal) for contract negotiations, updates, and compliance monitoring.
• Project Management: You will need to manage timelines, ensure deadlines are met, and coordinate between different units to achieve contract objectives.

Education & Experience Requirements:

• Education: A minimum of a high school diploma with 7 years of relevant experience or a bachelor’s degree with 4 years of experience in procurement, business, economics, or a related field.
• Experience: You should have a proven track record in procurement, contract management, and capacity building. Experience with UNDP or other international organizations, particularly in health-related projects, is a strong advantage.

Languages:

• English: Fluency in both written and spoken English is required.
• Shona/Ndebele: Having basic knowledge of either Shona or Ndebele is an asset, particularly since the position is based in Zimbabwe.

Why It Matters:

This position is crucial for managing the operational and financial aspects of global health initiatives funded by the Global Fund, particularly in the context of HIV, TB, and malaria programs. Your role ensures that procurement contracts are implemented properly and that the project runs smoothly, meeting its objectives of improving public health in Zimbabwe.

Would you like to explore any specific aspect of the job more deeply?

Sure! Let’s break it down further into specific parts of the role to give you more context:

1. Contract Performance Management

• SMART Contracts: The term “SMART” refers to setting Specific, Measurable, Achievable, Relevant, and Time-bound goals. In contract management, this means ensuring that each contract has clear expectations and performance standards that are easy to monitor and track.
• Statement of Work (SOW) and Terms of Reference (TOR): These are key documents that define the scope, objectives, and expectations of a contract. The SOW lays out what is expected to be delivered and when, while the TOR typically provides the background and objectives of a particular assignment or contract.

2. Developing and Monitoring Contracts

• Contract Drafting and Negotiation: This includes working with other teams to create detailed contracts and agreements with suppliers or service providers. It also involves negotiating terms such as price, deadlines, and responsibilities. The goal is to make sure both parties agree to fair and clear terms before signing.
• Risk Mitigation: This refers to identifying potential problems with a contract (such as delays, cost overruns, or disputes) early on and putting strategies in place to minimize or manage these risks. For example, if a supplier fails to meet a deadline, you may need to consider penalties or renegotiate terms.
• Quality Assurance Plan: This is a process of evaluating whether the products or services delivered meet the agreed-upon standards. The Contracts Management Associate ensures that there are checks and audits in place to monitor the quality of the goods and services delivered under the contract.

3. Administrative Duties and Record-Keeping

• Contract Documentation: Every step of the contract process—from negotiation to completion—requires detailed documentation. This might include keeping track of change orders (alterations to the original contract), amendments, and any approvals or rejections. This documentation ensures that both the organization and the supplier are held accountable.
• Change Management: Sometimes, there might be changes to the original contract due to new circumstances, such as unforeseen delays or changes in project scope. As a Contract Manager, you would be responsible for ensuring these changes are formally documented and approved by the necessary parties.
• Contract Close-out: This is the final step where the contract is formally closed. It involves reviewing if all deliverables have been met, inspecting the final products or services, and officially ending the contract relationship. You also look for lessons learned to improve future contracts.

4. Supplier and Stakeholder Management

• Supplier/Contractor Relations: Building and maintaining positive relationships with contractors and suppliers is key to effective contract management. If any issues arise, such as delays or performance issues, it’s important to address them quickly and constructively to avoid escalation.
• Collaboration with Different Units: Since contracts often involve multiple departments (such as procurement, finance, and program teams), you’ll need to coordinate across these different units to ensure the contract is being executed smoothly.

5. Monitoring and Reporting

• Tracking Tools: In large organizations like UNDP, keeping track of multiple contracts can be complex. This role involves creating or maintaining systems and tools (such as spreadsheets or software like Quantum) to track important contract details—like delivery timelines, payment milestones, and progress updates.
• Reporting: Regularly providing updates to senior management about the status of contracts and any challenges or risks. This ensures that everyone is aligned and that any issues can be addressed promptly.

6. Compliance and Contract Enforcement

• Ensuring Compliance: You need to make sure that all contract terms are adhered to, including deadlines, payments, and deliverables. If a contractor does not fulfill their obligations, you will need to follow the terms in the contract to enforce compliance, which could include penalties or legal action.
• Dispute Resolution: If there are disagreements or conflicts (for example, a supplier fails to deliver on time), the Contracts Management Associate helps mediate and resolve the issue in a way that adheres to the contract terms.

7. Knowledge Management and Capacity Building

• Building Capacities of National Entities: In the context of UNDP’s work, this may involve helping local governments or organizations understand procurement and contract management processes, and providing training to build their capabilities. This is particularly important in global health initiatives where local partners need to be able to manage large-scale projects effectively.
• Knowledge Sharing: You will also be responsible for helping to share the knowledge gained from one project or contract with others in the organization, so that everyone can learn from past experiences and improve future work.

8. Technological Tools

• Quantum System: This is the software tool that UNDP uses to track procurement and contract-related information. The role involves ensuring that all contracts are correctly entered into this system, tracking their status, and ensuring that any financial commitments are updated accordingly.
• Procurement Management Software: You might use software for tracking contract milestones, making sure vendors meet agreed timelines, and ensuring that any delays or issues are documented.

9. Languages and Regional Knowledge

• English and Shona/Ndebele: The role requires proficiency in English, as most contract documents and official communication will be in English. However, knowledge of local languages like Shona or Ndebele is beneficial for interacting with local suppliers or stakeholders, especially in Zimbabwe, where the position is based.

Summary of Key Skills:

• Procurement Expertise: Understanding of the entire procurement lifecycle—from planning and negotiating contracts to closing them out and monitoring performance.
• Contractual Knowledge: Knowledge of contract laws, terms, and conditions, and how to enforce them.
• Relationship Management: Ability to maintain good relationships with suppliers and internal teams, addressing any issues in a collaborative manner.
• Attention to Detail: Contracts require meticulous attention to detail to ensure all terms are met and risks are minimized.
• Project Management: Ability to manage multiple contracts, monitor timelines, and ensure deliverables are met on schedule.
• Communication: Strong communication skills for reporting, negotiating, and dealing with stakeholders.

The job is about ensuring that everything related to contracts (from planning and drafting to managing and closing them) is done efficiently and in compliance with the organization’s policies. You’ll play a key role in the success of UNDP’s projects, particularly in health initiatives, by making sure contracts run smoothly, on time, and with minimal issues.

Let me know if you’d like further details on any specific part!

Certainly! Let’s expand on the role and its details in much greater depth.

Job Role Overview: Contracts Management Associate at UNDP

The Contracts Management Associate at UNDP plays an integral role in managing procurement contracts related to the Global Fund HIV, Tuberculosis (TB), and Malaria projects in Zimbabwe. This position is vital to ensure that the procurement processes, from contract initiation to completion, align with both UNDP’s and Global Fund’s guidelines. The Associate ensures compliance, effective contract performance, and continuous oversight, focusing on meeting project objectives and mitigating risks in a highly dynamic environment. This role requires a blend of technical expertise in procurement and contract management, solid organizational skills, and an understanding of global health initiatives.

Key Responsibilities in Detail

1. Contract Performance Planning
   • SMART Contracts Development: One of the fundamental aspects of the role is ensuring that contracts are created with clear, measurable deliverables and timelines. SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. The goal is to develop contracts that can be easily tracked to determine progress and ensure accountability from contractors and vendors. This involves working with various stakeholders (program teams, procurement units, etc.) to define what success looks like for each contract, and ensuring that contractors are held to those standards.
   • Pre-contracting Phase: Before entering into a contract, there is a preparatory phase that involves gathering detailed requirements for the contract, specifying terms, and defining the scope of work. The Contract Management Associate helps create and refine the Statement of Work (SOW) and Terms of Reference (TOR) documents, which guide the contracting process. These documents outline the objectives of the contract, deliverables, timelines, and any technical specifications. By helping develop these documents, the role contributes significantly to ensuring that all contract terms are aligned with the project goals and stakeholders’ expectations.
2. Supporting Procurement Activities
   • Vendor/Contractor Proposals Evaluation: As part of procurement, the Associate contributes to evaluating proposals from vendors and contractors, ensuring the evaluation is thorough, transparent, and follows the proper criteria. They assist in the technical evaluation of bids and help assess how well proposals align with the requirements laid out in the SOW and TOR. This is important to ensure that only the best-suited vendors or contractors are selected for the projects.
   • Contract Formulation and Negotiation: After evaluating proposals, the next step is contract negotiation and drafting. The Contract Management Associate plays a role in drafting contracts, ensuring that terms are clear, fair, and comprehensive. This might include working with lawyers or legal departments to draft clauses that cover legal, financial, and operational terms. Negotiating terms ensures that both parties agree on timelines, costs, penalties for non-compliance, and other essential aspects.
   • Terms and Conditions Management: During contract negotiations, this role ensures that all necessary terms and conditions are included. This includes aspects like payment schedules, delivery timelines, performance guarantees, and warranties. This is especially crucial when dealing with international suppliers or contractors where different legal systems and business practices might influence contract terms.
3. Monitoring and Managing Contracts
   • Quality Assurance: An essential part of the job is to help create and implement a quality assurance plan. A Quality Assurance Plan (QAP) ensures that the goods or services delivered meet the contract’s agreed standards. For instance, if the contract involves the supply of medical equipment or medicines, the QAP ensures that these products meet necessary safety and efficacy standards. The role may involve setting up inspection points to monitor the quality of goods or services throughout the contract’s life cycle.
   • Performance Monitoring: The Associate ensures that contracts are monitored to ensure that both parties are meeting their obligations. This includes tracking the delivery of goods, adherence to timelines, and the quality of the work or services provided. Regular progress checks, milestones, and performance reviews are carried out. If issues arise, such as delays or unsatisfactory work, the Associate ensures that corrective actions are taken.
   • Change Management and Variations: Contracts often require modifications due to unforeseen circumstances (such as price increases, changes in scope, or delays). The Contract Management Associate ensures that any changes are formally documented, justified, and approved according to the terms outlined in the contract. They also ensure that any variations or amendments to the contract don’t disrupt the overall project timeline or budget.
   • Conflict Resolution and Risk Management: Sometimes, contracts may face performance issues, such as non-compliance, delays, or substandard work. The Associate is responsible for addressing these challenges. This could involve working with vendors to resolve performance issues or handling contract disputes. Risk mitigation strategies are implemented to minimize the likelihood of such challenges occurring. The Associate’s role in risk management is crucial to avoid delays and ensure that projects stay within budget.
4. Managing Administrative Aspects of Contract
   • Documentation and Record-Keeping: Proper documentation is a cornerstone of effective contract management. The Associate is responsible for ensuring that all documents related to the contract—such as amendments, approvals, and performance evaluations—are properly stored and accessible for future reference. This helps ensure transparency and accountability in all procurement processes.
   • Contract Closure: Once a contract has been fulfilled, the contract management process does not end. The role involves ensuring the contract is closed properly, including conducting final inspections, verifying that all deliverables have been completed as per the contract, and ensuring that payments are made and warranties are in place. The Associate is also responsible for gathering feedback and lessons learned from the project to improve future contracts and procurement processes.
5. Tracking and Reporting Tools
   • Contract Monitoring Tools: The Contracts Management Associate uses tracking tools like Quantum (UNDP’s procurement and contract management system) to manage contracts. These tools allow the Associate to monitor contract deadlines, deliverables, payments, and performance against the contract. It also involves updating stakeholders about the status of the contract, addressing any discrepancies, and ensuring that any overdue items are escalated appropriately.
   • Weekly Updates and Reporting: The Associate is required to provide weekly updates to both the requesting units and procurement staff on the status of the contracts. This includes highlighting any issues or delays and offering solutions to resolve them. The Associate also contributes to donor and financial reporting, ensuring that contract performance is properly documented and reported.
6. Supplier and Stakeholder Engagement
   • Building Supplier Relationships: A key aspect of the role is maintaining positive relationships with suppliers, contractors, and other external stakeholders. This involves effective communication and regular check-ins with contractors to ensure smooth contract execution. If a supplier is failing to meet certain requirements or deadlines, the Associate works to address those issues diplomatically and professionally.
   • Collaboration with Various Units: The role requires extensive collaboration with different departments such as procurement, finance, and program teams. The Contract Management Associate ensures that all teams involved in the contract’s execution are aligned and working toward the same goals. Communication between stakeholders, including national entities and international organizations, is key to successful project implementation.
7. Compliance, Legal Considerations, and Institutional Arrangement
   • Compliance with UNDP Policies: The Associate is responsible for ensuring that all contracts comply with UNDP’s procurement policies, including those related to ethics, transparency, and conflict-of-interest regulations. This requires staying updated on any changes in procurement laws and regulations.
   • Managing Legal and Regulatory Risks: Procurement contracts often involve navigating complex legal landscapes, particularly when working with multiple international vendors. The Associate works closely with legal advisors to ensure that all contracts are legally sound and comply with both local and international laws. Additionally, they must ensure that UNDP’s commitments under international agreements are properly represented in contracts.
   • UNDP’s Broader Mission: The Contracts Management Associate’s work supports UNDP’s broader mission, especially in areas like health and development. This particular role contributes significantly to global health initiatives, including combating HIV, tuberculosis, and malaria in Zimbabwe, by ensuring that procurement and contract processes are transparent, effective, and in line with the project’s goals.

Required Skills and Competencies

• Educational Background: A minimum of a high school certificate (7 years of experience) or a bachelor’s degree (4 years of experience) is required. A qualification in Procurement, Business, Economics, Public Administration, Law, or a related field is preferred. Additionally, a CIPS Level 3 (Chartered Institute of Procurement and Supply) certification is highly desirable. If not already held, the candidate should aim to achieve this certification within one year.
• Experience:
  • Procurement and Contract Management Experience: At least 7 years of professional experience with secondary education or 4 years with a bachelor’s degree in procurement and contract management is required. Experience in the UN system or similar international organizations is an asset.
  • Working Knowledge of Procurement Software: Experience using procurement and contract management systems such as Quantum or other related platforms is a plus.
  • Capacity Building: The role requires experience in helping national entities improve their procurement processes, particularly in low-resource settings like Zimbabwe.
  • Stakeholder Management: The role requires the ability to engage with a wide range of stakeholders, including suppliers, contractors, government agencies, and non-governmental organizations. Experience in building relationships and managing collaborations with diverse groups is crucial.
  • International Health and Development: Familiarity with procurement for health-related commodities, such as medicines, medical equipment, and health services, is beneficial. Experience working on projects funded by the Global Fund or similar health-focused initiatives is advantageous.
• Languages: Fluency in English (written and spoken) is required. Proficiency in Shona and/or Ndebele is a plus, as it facilitates communication with local stakeholders and contractors in Zimbabwe.

Conclusion

The Contracts Management Associate at UNDP plays a critical role in ensuring that procurement contracts are managed efficiently and effectively. The job involves a variety of tasks, from contract negotiation and drafting to monitoring performance and resolving issues. It requires strong attention to detail, excellent communication skills, and the ability to manage complex projects. Moreover, the role directly impacts UNDP’s ability to deliver on its mission in Zimbabwe, particularly in the health sector, where effective procurement management is crucial for success.

This position provides an exciting opportunity to contribute to global health initiatives and gain extensive experience in international procurement and contract management while working in a collaborative and diverse environment.