Procurement Associate, NPSA-7, DS - Kyiv, National Position

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the development arm of the United Nations, UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Through partnerships with national, regional, and local governments, civil society, and the private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people’s capacity, achieve equitable results, sustain the environment, and advance democratic governance.

In Ukraine, UNDP has been working since 1993 with the Government and local authorities, with partners across the UN system, with civil society and with local communities to help identify and develop targeted solutions to the country’s development challenges. We work in close collaboration with several key ministries, departments and agencies in a robust, integrated manner in three thematic priorities/portfolios:

1. Inclusive Development, Recovery and Peacebuilding,
2. Democratic Governance, and
3. Energy and Environment.

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue int he medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. Through its programme implementation, UNDP will seek to enhance the resilience of war-affected communities.

In this context, UNDP is recruiting the Procurement Associate who will work under the guidance and direct supervision of the Project Manager and in close collaboration with the Procurement Analyst and UNDP Country Office (CO) team. The Procurement Associate will perform all tasks necessary to procure goods, services and individual consultants in accordance with UNDP rules and regulations. This may include tasks such as reviewing TORs and RFPs for completeness and correctness, posting RFPs, seeking bids on goods and services, and processing applications.

The incumbent will promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

Ensures Implementation of operational strategies focusing on achievements of the following results:

• Full compliance of project procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

Supports procurement processes for the project focusing on achievements of the following results:

• Contribution to preparation of the Procurement Plan based on the Annual Work Plans and its timely and regularly updating according to the project  activities;
• Maintenance of the corporate procurement systems;
• Support the update of existing procurement tracking tools;
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, hiring individual consultants, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Support the procurement process to ensure that it is fair, competitive, transparent, ethical and provides best value for money as well as the procurement action is in accordance with UNDP rules and regulations, procedures and instructions;
• Preparation of submissions to Contract, Asset and Procurement Committees and Advisory Committee on Procurement (ACP), facilitate supportive information and document flows;
• Verification, review and providing support with drafting Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and provide procurement related inputs before PU CO review;
• Serving as a secretary of the tender procurement processes of the project procurement activities including: preparation of all procurement documents, distribution and presentation of relevant documentation to the members of the committee; coordination of procurement evaluation committee meetings; preparation of procurement evaluation committee reports as well as maintenance of records of all documentation and reports;
• Conduction of tenders in Quantum and their further processing through UNall (service management platform).
• Implementation of proactive contract management, timely follow-up on the purchase orders fulfilment, communication with suppliers and resolving issues which may arise along the supply process;
• Liaise as necessary with the stakeholders of procurement processes which may include but not be limited to, international and national suppliers, service providers, external bodies and end users as needed along the procurement and supply process;
• Preparation of Purchase orders (POs) and contracts in the corporate management system Quantum (ERP platform), performance management of procurement contracts. Implementation of the internal control system which ensures that Purchase orders are duly prepared and approved. Ensuring timely corrective actions on POs with budget check errors and other problems. Buyer profile in Quantum;
• Support the project management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Preparation of documentation for submission to Contract Review Committees; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in ERP system (Quantum) of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data;
• Maintenance of the adequate filing and documentary evidence of all procurement and contract management processes as required by UNDP policies and procedures;
• Ensuring that all project’s needs are met through the timely provision of appropriate supplies and other logistical support to all areas of operation;
• Assist in problem-solving, bottlenecks prevention, risk analysis of the procurement processes within the project;
• Perform other duties as required by UNDP management.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers/consultants, implementation of supplier selection and evaluation and launching procurement process based on the sourcing strategies;
• Use and implementation of e-procurement and other online modules being used and tested by CO Procurement unit.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievements of the following results:

• Providing trainings on procurement-related processes to the project staff, if needed, 
• Participating in the procurement related trainings organized by CO Procurement unit or UN HQ.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the direct supervision of the Project Operations Officer and in close cooperation with other Project staff members, the Procurement Associate will be responsible for procurement issues. S/he will ensure administration, transparent and efficient provision of procurement services and processes for the Project.

Competencies

Cross-Functional & Technical competencies

Required Skills and Experience

Education:

• Secondary Education is required.
• A university degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering, or a related field will be given due consideration, but it is not a requirement.
• CIPS-3 procurement certification is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s degree) of relevant experience at the national or international level in procurement/supply chain, logistics, or related areas.

Required skills:

• Proficiency in the usage of computers and office software packages (MS Word, Excel).
• Knowledge of automated procurement systems.
• Advanced knowledge of spreadsheet and database packages and experience in handling web-based management systems.

Desirable Criteria:

• Prior experience of working at UN Agency, international organizations, or projects in the field of procurement will be considered an advantage.
• Familiarity and experience with ERP systems would be an asset.
• Working experience with UN procurement procedures will be considered an advantage.

Required Language(s):

• Fluency in English, the UN language of the duty station, is required.
• Fluency in the national language of the duty station is required for local personnel.

Professional Certificates: 

• CIPS 2 at the time of recruitment

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

Scam alert

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