Contract Officer

The UNICEF Programme of Cooperation with the Government of the Republic of Zambia (GRZ) is designed to address and mitigate the threat of poverty the country’s children face, while responding to the needs with interventions addressing the multiple causative factors.

In response to the combination these threats involve the Programme supports national efforts to improve service delivery in the key areas of: child health and nutrition and HIV and AIDS, quality basic education, water, sanitation and hygiene education, child protection and social policy, advocacy and communication.

To find out more about UNICEF’s work in Zambia, please visit https://www.unicef.org/zambia/.

How can you make a difference?

This position is located in the Supply and Logistics Unit within Operations in Lusaka, Zambia Country office and reporting line for this job will be the Supply and Logistics Specialist, Level 3. The annual supply throughput of Zambia CO is around USD 15 million where local procurement of goods and services represent 35%. The procurement of institutional services excluding construction services contributes to 30% of the local procurement value. The procurement trend of Zambia CO also has been shifting to more on the services. The complex procurement process of institutional services needs dedicated technical support and regular coordination with requesting sections to ensure expected results are achieved timely.

This position will provide quality technical support to the Supply and Logistics Specialist, effective services to customers, ensuring accurate and timely finalization of contracts/LTAs, supporting in planning of ZCO’s programmatic needs and being able to mitigate contractual related risks.

Under the supervision of the Supply and Logistics, assist in the planning, budgeting and reporting aspects of the institutional service contracts, except construction works. Negotiate and prepare tender and bid documents in accordance with the UNICEF Rules and Regulations, including contracts management and implementation to achieve value for money. Prepare CRC submissions, monitor and report on supplier performance, market development and procurement history.

Key Function, Accountabilities and Related duties/tasks;

1. Coordinate and facilitate the preparation of the “Annual Service Contracts Plan” and Long Term Agreements (LTA) of the Office for all
institutional service contracts except construction works in collaboration with the Programme Associates, Project Officers and Section Chiefs.
2. Review TORs with the Supply and Logistics Specialist, Project Officers and Section Chiefs to determine effective contracting process.
3. Coordinate/manage proposal evaluation process, develop evaluation criteria and ensure setting up technical evaluation teams (TETs),
advertising, holding bid conferences, receiving proposals, clarifying all aspects of proposals including technical, pricing, and terms, chairing meetings between the evaluation team and the proposing Section for further clarifications, assess technical capability and financial capacity in order to qualify companies as potential contractors or NGOs for UNICEF.
4. Coordinate with Programme/Operations Units to develop award recommendation, provide technical advice, finalize award recommendation and obtain approval of the Head of Office. Implement CRC recommendations through follow-up & monitoring.
5. Review requisition, processes UNGM vendor evaluations and issue obligations (in VISION all contracts/long term arrangement, including their terms and conditions).
6. Undertake post contracting activities including the negotiation and issuance of all amendments to contracts/long term arrangements.
7. Develop and submit relevant statistics / reports relating to contracts, required by CRC, Management, RO, HQ, programme analysis and annual report, as and when required.
8. Ensure the monitoring of reports of all open PRs without contract, outstanding Service Contracts including grant expiry dates, and alert the programme/operations and unit head.
9. Oversee certification of payments after confirmation of receipts of satisfactory work and deliverables, and closing contracts in VISION.
10. Conduct performance monitoring of LTA holders for services.
11. Acts as focal point for service contract during external and internal audit, including providing all information/statistics/contract files and clarifications and follow-up on audit observations.
12. Any other duties or assignments as requested by the supervisor.

Impact of Results

The capacity of the Contracts Officer to effectively and efficiently carry out the above duties contributes to the efficient planning, procurement, recommendations of a technical nature on contract documents, management on delivery of services and oversight of cost effective contracting strongly impact on the quality and timely deliverables to the program delivery of goals and results. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of funds entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost effective and sustainable program results.

To qualify as an advocate for every child you will have...

• A university degree is required in Business Administration, Management, Economics, Supply Chain Management, Logistics, Procurement, Contract/Commercial Law, International Development, or another related social science field.
• A minimum of one year of relevant experience is required, at the national and international levels, in supply, logistics, procurement, contracting, administration and/or other directly-related technical fields.
• Understanding of development and humanitarian work.
• Emergency experience an advantage.
• Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset

For every Child, you demonstrate...

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are as below

Core Values (Required)

Commitment

Diversity and Inclusion

Integrity

Core Competencies (Required)

Communication  [ I ]

Working with People   [ I ]

Drive for Results   [ I ]

Functional Competencies

(Required)

Analyzing (I)

Applying technical expertise (I)

Planning and Organizing (II)

Coping with set-back and pressure (I)

Following Instructions and Procedures (II)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

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