Contracts and Procurement Officer

About the Modernisation and Improvement of Policing Project

Under this project, UNOPS will implement support to the component: Modernisation and Improvement of Policing Project (MIPP). The MIPP is primarily focused on the Nepal Police (NP), but will likely also encompass some related security and justice services in the targeted districts.The MIPP will modernize, tailor and help sustain high quality service delivery through improved infrastructures and systems of resource utilisation, performance management and oversight. The elements would be to:

a)     Identify and prioritize F&E required for improved public service delivery for access to justice in approximately 25 districts determined by GoN in collaboration with DFID;

b)    Procure building refurbishment, civil works, specialized and non-specialized equipment and supplies;

c)    Procure forensic equipment for the central laboratory;

d)    Implement the construction, O&M plans;

e)    Provide technical advisory services related to performance management, improvement and oversight.

The project will be implemented over a 4 year period, through three operational segments, in up to 25-28 districts. It is envisaged that, in the latter part of the project, implementation will be handed over to the GoN with UNOPS taking on a technical advisory role.

Purpose and Scope of Assignment

Under the guidance and supervision of the Project Manager-MIPP the Contracts and Procurement Officer shall be responsible effective and timely delivery of UNOPS’ contracts management services, in full compliance with the UNOPS financial rules and regulations and donor requirements. S/he will analyze and interpret the financial rules and regulations, analyze operational effectiveness reports, design monitoring tools and develop systems with the assistance of the Project Manager. 

The Contracts and Procurement Officer will carry out following duties and responsibilities:

Contracts Management

• Develop a contract management and monitoring plan for MIP Project and other UNOPS Nepal projects as required.
• Ensure that proper documentation is maintained for all major contracts.
• Develop and Implement systems for internal control that would ensure compliance with contractual terms and conditions, in collaboration with projects and operations teams. 
• Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanism. Advise senior management on any potential issues and recommend remedial actions or solutions. 
• Negotiate, within the terms and conditions of the contract, solutions to conflicts/ problems arising in case of poor performance or non-compliance with legal/ contractual obligations. 
• Frequently convene meetings with contracted parties and UNOPS project personnel to allow ample opportunity for the identification and early resolution of potential disputes.
• Engage and involve government counterparts as appropriate, to facilitate contract management as well as to contribute to the capacity building plan.
• Monitor and ensure validity of Bank guarantees, advice and support contract management teams in reviewing the contractors’ payment certificates for timely disbursement.
• Advise and support the engineers in all aspects related to contracts management.

Audits Compliance

• Coordinate with internal and external audit teams and provide feedback to the audit team, review and provide inputs to draft audit reports and follow up implementation of recommendations;
• Implement reviews and audit recommendations;
• Clean monthly review and quarterly audit checklist to the regional office.

Procurement

• Prepare yearly Procurement Plan and update it.
• Monitor Requisitions raised by MIPP personnel. Open Purchase Orders as per the approved Procurement Plan.
• Prepare tender documents such as RFQ, ITB, RFP for simple and complete procurement requirements and other instruments related to market research or surveys such as RFI and EOI.
• Get the solicitation documents pre-cleared and approved by corresponding DOA holders.
• Conduct necessary solicitation e.g. RFQ, ITB, etc. for the purchase of goods and services to be procured under multiple projects.
• Participate in solicitations, openings, evaluations, cost analysis and prepare necessary award documents to be awarded by respective Procurement Authority (PA).
• Prepare procurement case presentation for review and recommendation by appropriate review bodies (LCPC/HQCPC), explaining the nature and purpose of the requirement, the procurement process undertaken, the recommendation and basis of award.
• Prepare and manage procurement contracts to be issued to suppliers, contractors and service providers for the procurement of goods, works and services.
• Liaise with contractors and suppliers for local and international procurement of goods and services and with customs and local authorities for clearance of imported goods.
• Liaise with logistics on the safe and secure delivery of the procured goods, services at the destinations required and provision of necessary documentation for records inventory.
• Provide guidance on procurement processes, procurement timelines, evaluation methodologies and the full range of possible procurement issues.
• Prepare weekly requisition status reports providing the most updated information about the status of each requisition.
• Track procurements, prepare procurement and vendor performance reports for submission to offices required.
• Ensure that all procurement actions are conducted as required by UNOPS in compliance to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics.
• Establish and maintain efficient working relationship with all members in the units and vendors.
• Ensure updated procurement files.
• Advise project personnel on procurement related issues.

Monitoring and Progress Controls

• Oversee all procurement and contract management processes related to MIPP project
• Monitor and manage POs in oneUNOPS ensuring POs are dispatched, budget checked, payment processed by Finance prior to closing of POS before end of Fiscal Year
• Timely submissions of required reports
• Conduct procurement training and / or spot checks in the field offices as and when required to ensure UNOPS procurement procedures are followed
• Timely procurement of Goods and services
• Performance Evaluation Reports (PERs) of vendors reported.

Education

• Bachelor’s degree in Engineering, Business Administration or relevant discipline is required.
• Master degree in Engineering is highly preferred.
• A relevant combination of academic credentials, relevant trainings and qualifying experience may be accepted in lieu of the Master degree.

Work Experience

• Bachelor’s degree with 4 year of progressive experience in the related field is required
• 1-2 years of experience in procurement, contract management and client service is required
• Experience of working with national and international organizations would be an advantage
• Proficient in use of handling of web-based management systems and Office MS Office is required

Language

• Excellent command of English and Nepali language is required

Key Skills

• Strong interpersonal, co-ordination and negotiation skills, as well as sensitivity to cultures and political environments;
• Good knowledge of procurement and administrative rules and regulations of UN organizations, FIDIC and International Non-Governmental Organizations is desirable
• Thorough knowledge of UNOPS financial rules and regulations is highly desirable;
• Experience in project management is highly desirable;
• Knowledge of the UN system and familiarity with UNOPS procedures is highly desirable;

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• This post is only open for candidates who are nationals of Nepal.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.