The procurement, finance and requesting units shall ensure that all documents relating to their roles in contract management are complete, up-to-date, signed where required and filed appropriately. The requisite documents include original copies of contracts, all contract amendments, all related communication with the supplier (electronic, internal and external correspondence), award documents including the winning offer for references during contract implementation, minutes of meetings, notes of phone conversations, reports, pictures, video films, proof of receipt of goods such as shipping documents, proof of payment, supplier assessment report and acceptance report from requesting unit/end –user. Standard Roles and Responsibilities for Contract Management: Activity Primary Related Procurement Related Requesting Finance Supplier Responsibility Activities Activities Unit’s Unit’s Contract Signature Procurement Prepare the contract Review Contract to Review the draft, unit Share the draft contract ensure it is in line with provide feedback for review by the the agreed and sign the winning bidder. requirements agreed contract Organize signature of contract by designated authorities in UNDP and by the supplier. Raise Purchase Order in ATLAS Filing Contract Monitoring Requesting Organise take off Supervise and monitor Achieve the unit meeting(s) where the performance of the agreed required with supplier supplier. deliverables and requesting unit. within the agreed File relevant timelines in the Manage timelines correspondences, contract agreed for each minutes of meetings. deliverable. Verify the quality of work, reports, deliverables File the reports, record site inspections and all follow up interactions with the supplier Logistics such as Procurement Prepare custom Verify shipping Submit shipping custom clearance clearance documents documents for documents and and process the compliance relevant custom clearance with the clearance Government. documents Share copies of shipping documents with the requesting unit for verification. Change Management Requesting Prepare and verify Issue request, provide Review and agree (variations, claims, unit supporting justifications for an with the terms of amendments) documentation. amendment the changes required.
The procurement, finance and requesting units shall ensure that all documents relating to their roles in contract management are complete, up-to-date, signed where required and filed appropriately. The requisite documents include original copies of contracts, all contract amendments, all related communication with the supplier (electronic, internal and external correspondence), award documents including the winning offer for references during contract implementation, minutes of meetings, notes of phone conversations, reports, pictures, video films, proof of receipt of goods such as shipping documents, proof of payment, supplier assessment report and acceptance report from requesting unit/end –user. Standard Roles and Responsibilities for Contract Management: Activity Primary Responsibility Related Procurement Unit’s Activities Related Requesting Unit’s Activities Finance Supplier Contract Signature Procurement unit Prepare the contract Share the draft contract for review by the winning bidder. Organize signature of contract by designated authorities in UNDP and by the supplier. Raise Purchase Order in ATLAS Filing Review Contract to ensure it is in line with the agreed requirements Review the draft, provide feedback and sign the agreed contract Contract Monitoring Requesting unit Organise take off meeting(s) where required with supplier and requesting unit. File relevant correspondences, minutes of meetings. Supervise and monitor the performance of the supplier. Manage timelines agreed for each deliverable. Verify the quality of work, reports, deliverables File the reports, record site inspections and all follow up interactions with the supplier Achieve the agreed deliverables within the agreed timelines in the contract Logistics such as custom clearance Procurement Prepare custom clearance documents and process the clearance with the Government. Share copies of shipping documents with the requesting unit for verification. Verify shipping documents for compliance Submit shipping documents and relevant custom clearance documents Change Management (variations, claims, amendments) Requesting unit Prepare and verify supporting documentation. Issue request, provide justifications for an amendment Review and agree with the terms of the changes required.