Contracts Management Associate (Global Fund Project)

In Zimbabwe, UNDP is the Principal Recipient (PR) for the Global Fund HIV grant and is also providing Support Services (Fund Administration) to the Ministry of Health and Childcare (MoHCC) as the continuing Global Fund PR for the Tuberculosis (TB) and Malaria grants. Additionally, UNDP has been designated the ‘CCM Funding Recipient’ responsible for receiving and managing CCM funding on its behalf. The HIV grant for 2024-2026 aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2026. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a separate Program Management Unit (PMU) within the Country Office that is responsible for the day-to-day overall programme management of the HIV grant.  Under the overall guidance of the Resident Representative and Deputy Resident Representatives, the PMU is responsible for a range of functions including coordination with country stakeholders (particularly the MoHCC and the National AIDS Council (NAC)), financial management and reporting, compliance with Global Fund and UNDP policies, rules and procedures risk management, procurement of health products, other goods and services, and strengthening the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative. The Global Fund grant is implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the Global Fund and in close coordination with the national partners, including NAC, MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, donors, technical partners and UN entities and the Global Fund (Local Fund Agent, (LFA)) and Country Coordinating Mechanism (CCM).   

The main general responsibilities of the Contracts Management Associate shall be as follows:

1. Ensures contract performance planning and support development of SMART contracts deliverables that can be monitored effectively through participation in all areas of procurement precontracting, such as:

• Provides inputs to statement of works (SOW)/requirements, Terms of Reference (TORs), Contracts, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) submissions, development of technical evaluation criteria, advise on evaluation of vendor/contractor proposals and guidance during contract formulation, drafting and negotiation;
• Assists both the requesting unit and the PSM unit in the implementation of operational plans, standard operating procedures (SOPs), initiatives and projects relating to contract compliance and performance management;
• Helps to develop a quality assurance plan to provide a systematic, structured method to evaluate goods and services;
• Assists requesting units and PSM unit in the review of the contract and facilitating inception meetings on time and taking minutes;
• Monitors and supports the implementation of contract management principles across all units.
• Collaborates with requesting units and procurement units to ensure comprehensive contract oversight.
• Handles the administrative aspects of contract management, including documentation, change management, and contract closure procedures;
• Assists in managing the relationship with suppliers to ensure clear and effective communication.

2. The Contracts Management Associate assists both the requesting unit and the PSM unit to ensure the effective implementation of goods and service contracts, with an aim to achieve probity, proper performance of obligations by both parties and risk mitigation by:

• Facilitates and documents the pre-award contract meetings with the supplier;
• Works with the beneficiaries to manage and control contract variations;
• Assists in contract close out including identifying, memorializing and disseminating best practices and lessons learned and performing vendor/contractor assessment from contracts management perspective.
• Manages contract warranties, defects liability and ensure final inspections and certifications are carried out as per contract stipulations;
• Ensures the enforcement of UNDP contracts in consultation with the requesting unit (Programme team) as appropriate and liaising with Sub-Recipients (SRs) and Sub-Sub-Recipients (SSRs), including handling of claims and disputes, demanding specific performance, claiming against warranties, and other contractual remedies;
• Supports both the requesting unit and PSM unit in resolving the contract conflicts/performance issues arising in cases of poor performance or non-compliance with contractual obligations with full consideration of the terms and conditions of the contract; 
• Identifies and mitigates potential risks associated with contract misunderstandings, performance monitoring, milestone certification, and payment processes; 
• Works closely with requesting units to evaluate supplier and consultant performance against contractual agreements; 
• Ensures all contracts and purchase orders are monitored in line with organizational procedures;
• Facilitates the understanding of technical requirements and contractual obligations among all stakeholders; 
• Clarifies roles and responsibilities to prevent overlaps and gaps in contract management activities.

3. Manage maintenance of PSM contract information both in Quantum and related contract tracking tools:

• Creates innovative contract tracking tools to manage and monitor contracts periods, thresholds, and timeliness of delivery of goods and services; 
• Ensures that agreed timelines in the contracts are complied with and where necessary, extensions are done before the contracts end;
• Shares weekly update on all contract implementation with both the requesting unit and PSM unit;
• Regularly monitors Quantum commitments to ensure that open commitments correctly reflect the outstanding contract amounts;
• Ensures that all contracts are supported by Quantum Purchase orders;
• Supports donor reporting by leading PSM input in variance explanations and related reporting requirements; and
• Leads Quantum data maintenance by performing routing PO review and closure and dashboard reviews and proactively address issues.

4. Facilitation of knowledge building and knowledge sharing:

• Maintains electronic and hard-copy files and records of the contract files to ensure proper accountability.
• Shares contract progress update periodically with Head of Operations; 
• Provides training and guidance to a team of procurement staff at the UNDP GF PMU, SRs and SSRs and develops work plans and priorities, and monitors achievements. Supports coordination of work within the PSM team by monitoring the compliance of the PSM unit on the approved the Procurement Plan requirements;
• Drafts relevant audit responses and share with PSM unit as and when needed;
• Reviews the completeness of the tracking tools and flag gaps to both the requesting unit and the PSM unit.

Institutional Arrangement

Under the guidance and direct supervision of the Head of Operations, the Contracts Management Associate will be responsible for overseeing the management of procurement contracts within the PMU to ensure efficiency and effective fulfilment of contract obligations. The position will put in place a tracking tool and monitors the same to ensure that all procurement contracts are implemented within the agreed timeframe and the necessary extensions are done prior to contract end dates. The Contracts Management Associate will also liaise closely with vendors, contractors, requesting unit, procurement unit etc. for the effective execution of contracts. This role supports both the requesting unit and procurement unit by handling procurement contracts’ administrative requirements, facilitating communication, and managing working relationships with vendors, suppliers, contractors, and consultants.