Functional Responsibilities

• 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 under 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 under 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 sub-consultants’ names, contact details, bank details and amounts to be paid to subcontractors and sub-consultants 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, acknowledgment certificates, employer letter of confirmation, advance accounts letter, and other certification 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 the management of the team to:

• lead the provision of “contract management knowledge” to be transferred to the team as necessary for the team to understand the main aspects of contract management and claims management,
• ensure that the team absorbs 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 the local team to explain, in conformity to Contracts, what data/type of information/documentation is necessary to support to process of claims discussion with the suppliers/contractors
• Interact with the local team to explain the process to follow, according to existing Contracts, to properly address the claims for payment
• Prepare maps/descriptions of the process that claims management should follow including inputs from team members and legal firms (that will have expertise on local laws) that will be brought on board to properly consider the local context, local best practices,s and culture, and therefore make the process compatible with the local environment
• Interact with local teams 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 other necessary documentation for 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 to progressively delegate on future claims verification
• Participate when necessary in the negotiations meetings with suppliers/contractors
• If required, along with team coordinators, support in the planning and coordination activities, and follow up on the 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 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 the 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 Contract details, local situation and habits, local law, and other factors might generate unexpected needs.

Education/Experience/Language requirements

Qualifications and Experience

a. Education

• Advanced University (Master’s 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 another 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, and 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 in outlining and transferring to other colleagues from different background the main elements of contract management requirements and processes
• Proven skills of flexibility in approach to diverse environments and context
• Capacity to understand the aspects formal and informal of an 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 the diversity of context
• Self-motivated, versatile, and adaptable to different cultures and people

       c. Language

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