Contract Management Specialist

• Provide technical lead and guidance on the verification of a large number of claims for payment against Contracts (both national and international suppliers/contractors/consultants)

• Verify the eligibility of contract variation requests previously submitted to Executing/Implementing Agencies (EA/IAs)

• Following the verification of invoices and claims, request confirmation from contractors, suppliers, and consultants that payment of the requisite amount constitutes satisfaction of amounts due and owing to them under the relevant contract. 

• Following the verification of invoices and claims, request confirmation from the employing executing and implementing agencies to the contractors, suppliers, and consultants confirming that the works and services have been accepted and delivered under the relevant contracts

Related to Output 1: Outstanding invoices for civil works, consulting, and non-consulting services confirmed and certificates secured

• Collect and review Withdrawal Applications (WAs), outstanding invoices and supporting documents, and requests for contract verifications and scrutinize whether expenditures were in accordance with the contracts’ terms and conditions, for the grants’ intended purposes, and eligible for financing

• Physically verify and confirm, including the use of satellite images that works, goods, and services included in WAs and invoices were performed and delivered in accordance with the contracts’ terms and conditions, and specifications

• Based on the review and verification of the outstanding invoices, and physical confirmation (by other team members) of the works, goods, and services, contribute to recalculation, and reconciliation with the amounts of the invoices, submitted by contractors, consultants, and suppliers

• With the Finance Specialist and Legal component of the team; 

• Review WAs and other payment documents to identify the amounts of the retention monies to be reimbursed to contractors of civil works

• Review advance payments disbursed to contractors, consultants, and suppliers, and reconcile with the verified outstanding payments

• Review subcontracting arrangements and identify subcontractors and subconsultants names, contact details, bank details and amounts to be paid to subcontractors and subconsultants from the verified payment

• Identify the amount of taxes and other duties to be paid by contractors, consultants and suppliers (which may be eligible to be included in the claim); 

• Identify the total amount of outstanding payments including verified and confirmed amounts payable for the works, services, and goods, and the amount of the retention fees to be reimbursed and advances to be withheld

• Prepare the payment certificates, acknowledgement certificates, employers letter of confirmation, advance accounts letter and other certifications documents

• Confirm the bank account details of contractors, consultants, and suppliers and confirm the accuracy of the bank details with the banks

• Check, verify, and confirm that contractors, consultants, and suppliers (and their relevant shareholders and Ultimate Beneficial Owner (UBOs), as applicable) and banks through which the payments will be made are not in the UN Security Council Sanctions List

Management and Knowledge Sharing

• Advise the Senior Project Manager and the Deputy Project Manager, on management of the team in order to:

• lead the provision of “contract management knowledge” to be transferred to the team as necessary for the team in order to understand the main aspects of contract management and claims management,

• ensure that team absorb knowledge related to the specific claims from a “contract management” point of view and critical elements to be verified in the field or through other means of verification

• Explain to the team the structure and principles of the Contracts

• Interact with local team to explain, in conformity to Contracts, what data/type of informations/documentation is necessary to support to process of claims discussion with the suppliers/contractors

• Interact with local team in order to explain the process to follow, according to existing Contracts, in order to properly address the claims for payment

• Prepare maps/description of the process that claims management should follow including inputs from team members and legal firm (that will have expertise on local laws) that will be brought onboard in order to properly consider the local context, local best practice and culture and therefore make the process compatible with local environment

• Interact with local teams in order to understand issues described in the various claims

• Brainstorm and collaborate with the team in the creation of “alternative” ways of producing the evidence or another necessary documentation to the claims verification when the usual evidence and documentation are not available

• Provide risk analysis and contingency options if possible when the “alternative” ways of producing the evidence or another necessary documentation are adopted

• When required and appropriate, train team members so to progressively delegate on future claims verification

• Participate when necessary to the negotiations meetings with suppliers/contractors

• If required, along with teams coordinators, support in the planning and coordination activities, and follow up on progress and quality of the products provided by the team members

• Participate in effective recruitment, work planning, performance management, coaching, and promotion of learning and development.

• Support the SPM and other team members in order to ensure that the process is running smoothly

• Support the SPM in the production of reports and other documentation necessary both internally at UNOPS and for external stakeholders management and updates

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building;

• Ensure that performance reviews are conducted fairly, accurately and timely for assigned supervisee(s) if necessary;

• Any other task assigned by Senior Project Manager

Please note that the nature of this role requires flexibility in adapting to the needs of the team since the objective of alignment of Contracts details, local situation and habits, local law and other factors might generate unexpected needs.

Qualifications and Experience

a. Education

• Advanced University (Master Degree or equivalent) in Engineering, Law, Business Management, International Development or other relevant discipline  with a minimum of 5 years of relevant experience; OR

• First level University degree (Bachelor’s Degree or equivalent) in Engineering, Law, Business Management, International Development or other relevant discipline with a minimum of 7 years of relevant experience.

b. Work Experience 

• Minimum of 5 years relevant experience, defined as experience in contract management, project management related to Infrastructure and/or procurement of Goods and Services.

• Proven skills in claims analysis, verification and negotiation, preferably in developing countries

• Proven skills of outline and transfer to other colleagues from different background the main elements of contract management requirements and processes

• Proven skills of flexibility in approach to diverse environment and context

• Capacity to understand the aspects formal and informal of a Afghanistan context

• Experience within the international development and/or humanitarian sector will be an added advantage

Strongly Desired:

• Experience in preparing and making public presentations and liaising with external stakeholders

• Excellent collaborative skills and flexibility/ability to understand diversity of context 

• Self-motivated, versatile and adaptable to different cultures and people

         c. Language

• Fluent in English (Read, Write and Speak) is required