Organization: CTG – Committed To Good
Location: Abyei
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Education, Learning and Training
Information Technology and Computer Science
Technology, Electronics and Mechanics
Children’s rights (health and protection)
Closing Date: 2024-06-25
Job description
CTG overview
CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.
CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.
Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.
Visit www.ctg.org to find out more
Overview of position
CTG is looking for candidates whose experience match the below TOR for our operations in Abyei.
Role objectives
The selected candidate will support technical staff in engineering in IT & electronic files database management including active contracts tracking / update, completed contracts closures, performance review meetings & documents storage in the engineering unit including virtual meetings scheduling & arrangement with contracts leaderships. In particular, the selected candidate will be responsible for the following:
Create / maintain & update unit’s shared folder as per FTS compliance in local share drive & in Share Point / Microsoft Teams, ensure the accessibility of the data by designated personnel.
Manage sensitive or restricted records / archives within defined conditions.
Maintain & update the information / data, files, documents electronically in the shared drive & perform periodic backup in external drive.
Record & update progress reports & performance reports.
Document all quality reports, photographs of the major projects.
Compile & update all active contracts database in an organized way in the shared drive.
Collect data / information periodically from various stakeholders & update the electronic filing system.
Record, maintain & update electronically contractor’s work orders & task orders & follow up for close out & document justifications for delays or not completed work / task orders.
Design & provide input for presentation slides on the progress of the projects.
Maintain all documents of end to end process map.
Record quality of goods & services that are delivered as per contract terms & conditions.
Inform the procurement official of any not accepted deliverable to ensure proper recording in the procurement case file & to permit action on any necessary contract administration matters.
Organize & conduct contractor’s performance evaluation meetings on monthly basis & draft / finalize KPI reports & documents & share the meeting minutes to mission management & other unit chiefs.
Organize meetings in virtual set up with contractor leaderships.
Prepare & store engineering reports / documents in the presentable forms for audit purposes.
Create automatic notification with recently developed IT software to monitor contract NTE amount & expiry dates of contracts.
Initiate / draft memo for contract amendments, extensions of the engineering contracts & ensure any such amendment should be requested timely, reviewed, approved & signed prior to the expiry date of the original contract.
Ensure that all completed contracts are closed by compiling & step by step documenting & check lists in coordination with key stakeholders.
Work on UN ERP system “UMOJA” to create reservations & check on unit’s stocks referencing the respective storage locations & based on office guidance.
Create & follow up for the approval of the reservation & prepare goods movement of the approved inventory items.
Create & modify UMOJA notifications for equipment / property assignment.
Modify, tracks, updates status & cancels notifications within the authorized plant.
Routes or submits notifications for approval.
Create & modify, sales orders & return orders for all types of sales.
Operate IT programmed SCM tool for streamlined material request process.
Coordinates with the central warehouse unit & acquisition management unit for proper demand analysis for operational requirements.
Duties may also include frequent interaction & coordination with other FTS staff to update compliance requirements.
Performs other duties as required.
Project reporting
This role reports to the line manager.
Key competencies
Bachelor’s degree in computer science / communication with a minimum of 8 or more years of relevant experience out of which at least 3 years of work experience in data / information management & analysis 2 years of experience ICT or database management of engineering projects / contractors’ key performance indicators is required.
Work experience in engineering office IT related works is preferable.
Previous experience in UN peacekeeping or other field operations is desirable.
Fluent in English (essential).
Valid driver’s license for a light motor vehicle.
Knowledge of the contract management, procurement & financial regulations, as well as working practices.
Excellent organizational & communication skills are required.
Solid computer skills, including proficiency & in depth knowledge of MS Office applications & other client corporate applications using software packages & applications such as UMOJA is highly desirable.
Extensive experience in inventory systems, ability to develop, maintain management control systems for assets, materials, services & claims.
Demonstrated skill & ability in coordinating the work of others, adhering to tight guidelines & handling multiple concurrent projects / activities; ability to independently plan & manage own work in an efficient & timely manner.
Proven communication skills, including the ability to prepare a range of reports & communications & to conduct presentations, will be required to acquire a comprehensive understanding of the policies & procedures relating to the UN / DPKO field Projects.
Excellent interpersonal skills & ability to establish & maintain effective working relations in a multi cultural, multi ethnic environment with sensitivity & respect for diversity.
Team management
This role has no team management resposibility.
Further information
Qualified female candidates are encouraged to apply for this role.
Disclaimer:
· At no stage of the recruitment process will CTG ask candidates for a fee. This includes during the application stage, interview, assessment and training.
· CTG has a zero tolerance to Sexual Exploitation and Abuse (SEA) which is outlined in its Code of Conduct. Protection from SEA is everyone’s responsibility and all staff are required to adhere to CTG’s Code of Conduct at all times.