Programme Management Senior Officer (Contracts Management)

Functional Responsibilities

1. Contract Management

2. Grant Tracking, Monitoring & Controls

3. Database, Documentation & Library Custodian

4. Liaison & Support to Head of Programme Management Office

5. Ensure effective financial reporting and control

6. Team Management

• Assist the Head of Programme Management Office in strengthening the operational risk management and internal control processes, especially in areas related to grant/contract management.

• Assist in establishing assessment measures, including standards for performance evaluation, of the delivery of Fund Beneficiaries’ financial management & reporting responsibilities.

• Liaise with the UNOPS legal team for advice on appropriate practices, legal considerations and risk assessments. Analyse different contracting modalities to optimize practices, make suggestions and bring any issues to the attention of the Head of Programme Management Office.

• Draft the request for award (RFA), grant support agreements (GSAs) and subsequent agreement amendments with the guidance of the Head of Programme Management Office. Assists in ensuring that all GSAs and subsequent amendments are constructed and issued in line with UNOPS legal and financial rules and regulations.

• Ensure timely submission of RFA to Regional Director before facilitating grant signing process with implementing partners (IPs) / sub-recipients (SRs). 

• Organize and conduct training for the IPs/SRs on legal and contract-management-related topics.

• Liaise and coordinate with IPs/SRs on all contractual issues.  

2. Grant Tracking, Monitoring & Controls

• Prepare the Grant Tracking Sheet and ensure timely submission/sharing to all respective units along with up-to-date information on grant agreement amendments.

• Follow SR payment schedules and provide necessary documentation for grant release. 

• Assist in overseeing & coordination of the process of closing projects, initiate action to be undertaken (e.g. project audit, final project reporting, non-expendable equipment, closing of projects and ensure adherence to required procedure before final payment is released.

3. Database, Documentation & Library Custodian

• Maintain updated and effective contracts database system in One UNOPS and Library for all IPs/SRs supported by the PR-GFATM.

• Collect and assemble data related to programs/projects and provide updated information for analysis and report purposes. 

• Ensure accurate and timely contract management data entry and that data are readily available as appropriate to the stakeholders. Must ensure that the data in the contract management system is accurate and regularly updated.

• Develop an alert system, so that the respective units are alerted at different stages, for example-missing data, delay in progress against plan etc.

• Assist in the preparation of the PR-GFATM  statistics.

• Maintain records of grant agreement documents and other support documents in hard and soft copies.

4. Liaison & Support to Head of Programme Management Office

• Coordinate and Liaise with client/s on the progress of project implementation and when project scope and budget revisions are required.

• Maintain close communication with Support Units to ensure constant exchange of best practices and standardization of approaches.

• Provide inputs and suggestions to streamline workflows/business processes and document templates/formats.

5. Ensure effective financial reporting and control

•  Preparation of Periodic Financial Report and ad-hoc reports as required by donor.

•  Review quarterly partner cash reports.

• Prepare a financial report template and share with partners in advance of the financial report submission period.

• Review partner financial reports, record and confirm liquidation of all partner expenditures by grant on a regular basis.

• Accurately record disbursement payments to partner and make sure they are correctly reflected with approved budget, coding and proper control of the supporting document

• Any additional tasks requested by the manager

6. Team Management

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Provides oversight, ensuring compliance by team members with existing policies and best practices.

• Oversight, supervision, and coordination of the work of Compliance Associate in the Programme Support Unit.

Impact of Results 

Overall ARHC efficiency in contractual and grant management activities utilizing a strategic approach with effective and efficient legal support and timely and appropriate delivery of services will ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

• A Master’s degree preferably in Social Sciences, Finance, Economics, Business Administration, International Relations, Development Studies or other related fields is required.
• A Bachelor’s or equivalent in the above mentioned areas in combination with an additional 2 years of relevant experience may be accepted in lieu of the advanced degree.

Experience

• A minimum 2 years of professional-level experience in the field of contracts management and/or project and administration management and its relevant fields is required.
• Knowledge of contracting principles & modalities and program administration is required.
• Experience in management information systems and contracts management databases and local/web interfaces is desired.
• Experience and knowledge of financial/budget preparation, revision and monitoring are desired.
• Experience in the usage of computers and office software packages (e.g. MS Office newer versions, Google Suite Applications) is required.
• Knowledge of UNOPS financial rules and regulations is an asset.
• Working knowledge of ERP and electronic financial management systems are desired.

Language

• Fluency in English and Myanmar language is essential