Background
I. Organizational Context
UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality.
Under the direction of the Deputy Country Director (Operations) (DCD Operations)and working in close coordination with the Assistant Resident Representative Operations, the Contracts Specialist acts as an advisor to Senior Management and provide support to the full ambit of the Country Office (CO) activities.
The Contracts Specialist works in close collaboration with programme and operations teams in the CO as well as the field offices to provide them with the necessary support. The Contracts Specialist ensures a client-oriented approach, and consistency and compliance with UNDP’s regulations and rules. The post holder is expected to support the proactive approach the UNDP Indonesia Country Office and its sub-offices are undertaking to improve efficiency and accountability.
Duties and Responsibilities
II. Functions / Key Results Expected
1. The Contract Specialist provides guidance and advice on institutional and commercial procurement and related contracts to ensure adherence to organizational financial, procurement, contracting and legal policies, rules, and procedures. The Contract Specialist ensures provision of top quality advisory services focusing on achievement of the following results:
- Negotiates contracts and agreements on the basis of model agreements available in the POPP, including procurement contracts, operational agreements, financing agreements, Letters of Agreement, grants, Cost Sharing Agreements with donors and private sector partnership agreements;
- Provides advice on the selection of appropriate contractual modalities for engagement with partners in various programme, project contexts, and other UN agencies;
- Negotiates the settlement of disputes arising from contractual relationships between contract holders and the Country Office. If in the course of negotiation, it becomes apparent that no amicable solution will be possible, and that formal legal proceedings are likely to be initiated against UNDP, the Contract Specialist shall promptly notify and liaise with Legal Support Office (LSO)/Bureau of Management (BOM) through the Senior Management of the CO on the appropriate next steps. In this regard, the Contract Specialist shall notify and liaise with LSO/BOM through the Senior Management of the CO on any notice of arbitration or other formal legal proceedings;
- Provides initial advice on, and drafts appropriate communications relating to, privileges and immunities matters under the applicable legal instruments governing UNDP’s activities in the country;
- Advises the CO on the legal aspects of operational, commercial, and institutional issues, in consultation with the LSO. On issues related to allegation of fraud, grievances, harassment and similar matters, the Contract Specialist serves as liaison between the CO and the LSO as appropriate;
- Consults closely with the LSO through the DCD Operations to ensure consistency in the provision of legal advice and shall accomplish all necessary and related online trainings that could come under the UNDP legal framework (e.g. but not limited to procurement, ethic, harassment, etc.);
- Reviews of Trust Fund initiation and operational procedures with the view to ensure more effective and efficient management;
- Institutes recommendations of UNDP HQ and other consultative missions with respect to the enhancement of CO procedures and compliance in the areas of legal, contract management, and procurement;
- Analyses and reviews existing internal office practices and policies with respect to partnership with NGOs and CBOs and proposes ways and means to ensure more effective partnership with these organizations;
- Provides strategic input to CO’s reporting requirement to headquarters, especially in the area of management;
2. The Contract Specialist works very closely with the Head of Procurement Unit and Procurement Team focusing on achievement of the following results:
- The Contract Specialist may be requested and /or delegated to Chair the Contract, Assets, and Procurement Committee (CAP C);
- Ensures effective implementation of CAP C policies and procedures (even when not acting as CAP C chairperson) in order to ensure that procurement rules and guidelines are strictly followed;
- Reviews continuously the ongoing procurement and contracting practices (undertaken by both Jakarta and the field offices). Continuous identification, assessment, prioritization, and monitoring of risks;
- Ensures, in collaboration with the relevant programme team leaders, that contracts are honored by both UNDP and partners according to the obligations and timeframe as outlined in the contracts;
- Provides support and leadership in negotiation, resolution, and avoidance of contractual disputes with particular emphasis on establishing preventive measures for the future;
3. Ensures facilitation of knowledge building and sharing, focusing on achievement of the following results:
- Identifies sources of information related to policy-driven issues. Identifies and synthesizes best practices and lessons learned directly linked to country policy goals;
- Conducts, in close collaboration with the DCD Operations, and relevant Headquarters Units when required, training and ensures capacity building to strengthen administrative knowledge and compliance with UNDP’s rules and procedures;
- Creates comprehensive training material and any other procedures to ensure application of high ethical standards in the Country Office;
- Contributes to knowledge networks and communities of practice;
III. Impact of Results
The key results have an impact on the overall success of the CO activities. In particular, the key results have an impact on the design, operation, and programming of activities, especially in relations to contractual management.
Competencies
IV. Competencies and Critical Success Factors
Corporate Competencies:
• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism
Functional Competencies:
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- In-depth practical knowledge of inter-disciplinary development issues
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- Seeks and applies knowledge, information, and best practices from within and outside of UNDP
Development and Operational Effectiveness
- Ability to lead strategic planning, results-based management and reporting
- Ability to lead formulation, implementation, monitoring and evaluation of policy development
- Ability to formulate and ensure effective contract management
- Ability to implement new systems and affect staff behavioral/ attitudinal change
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates good oral and written communication skills
- Demonstrates openness to change and ability to manage complexities
- Ability to lead effectively, mentoring as well as conflict resolution skills
- Remains calm, in control and good humored even under pressure
- Proven networking, team-building, organizational and communication skills
Willingness to take Prince2 Training and Procurement Certification, RMG
Required Skills and Experience
V. Recruitment Qualifications
Education:
Master's degree in a relevant field of law (e.g. international, commercial);
Experience:
• Minimum of 5 (five) years professional experience, as a lawyer practicing in a relevant field;
• Experience in private practice or as in-house counsel in private industry is highly desirable;
• Must have excellent research, legal writing, and drafting skills;
• Excellent negotiation skills;
• Excellent computer skills (specifically MS Word, Excel, and PowerPoint);
• Proven ability to organize oneself and others;
• Solid cross cultural and interpersonal skills;
Language Requirements:
Excellent command of English (verbal and written) is essential with particular emphasis on proven high-level written skills;
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11
Female candidates are encouraged to apply
UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements