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Procurement Support Consultant

Kyiv (Ukraine)

Background

To back anti-corruption reform in Ukraine, UN Development Programme (UNDP) implements the project “Enhanced Public Sector Transparency and Integrity” (hereinafter – ETI) with the support of the Danish Ministry of Foreign Affairs.

Due to upcoming project closure requiring managing multiple procurement cases related to ETI project and Democratic governance portfolio and workload of CO Procurement department, UNDP plans to reinforce its procurement capacity to reassure meeting all targets with highest standards of transparency and ethical standards.  

UNDP manages the UN’s largest procurement operation, procuring over US$3 billion worth of goods and services each year, and ensuring that developing countries have access to life-saving medicines, emergency relief supplies and a host of other needed items.

The UNDP Ukraine Procurement Unit aims to provide the highest quality service and effective delivery. The Unit manages  procurement of goods, works and services by liaising with project personnel on specifications, delivery/payment terms and funds availability for procurement planning; identifying the appropriate procurement methods, submitting procurement information and requests to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); ensuring access to favorable prices, reliable delivery terms, insurance, impartial advice and recognition of environmental and safety considerations.

Since UNDP Ukraine operations are expanding, UNDP is looking for Individual Consultant to provide support to Procurement Unit during the period of anticipated increase of workload as a stop-gap measure for the period of up to 3 months.

Duties and Responsibilities

Overall Objective of the Assignment

Under the direct guidance and supervision of the Head of Procurement Unit, the Procurement Support Consultant provides support in procurement of goods and services ensuring high quality and accuracy of work.

The Procurement Support Consultant works in close collaboration with the Procurement Unit team, programme staff in the CO to exchange information and ensure consistent service delivery.

Scope of Work

The Procurement Support Consultant will perform the following activities:

3.1. Support the procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation. Contribute to 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;

3.2. To review procurement process and administration of contracts for services of individual consultants (ICs);

3.3. Verify Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring;

3.4. Contribute to the tender procurement processes including: prepare all procurement documents, distribute and present relevant documentation to the members of the committee; coordinate procurement evaluation committee meetings; prepare procurement evaluation committee reports as well as maintain records of all documentation and reports;

3.5. Drafting Purchase orders (POs) and contracts.

3.6. Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

3.7. Provision of inputs and support in implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3.8. Analysis of requirements and support in elaboration of proposals on common procurement, management of long-term agreements in line with the latest developments in common services and the best practices.

The Consultant will provide intermediate reports on monthly basis.

Deliverables

The Consultant is expected to perform activities within the scope of work:

Deliverable #

Task description

Deadline

Deliverable #1

Intermediate report #1

By 01/10/18

Deliverable #2

Intermediate report #2

By 01/11/18

Deliverable #3

Intermediate report #3

By 01/12/18

Proposed payment schedule.

UNDP will pay the negotiated amount in three (3) tranches upon provision of deliverables and detailed reports as described above.

Monitoring and progress control.

The Consultant will work under supervision of the Head of Procurement Unit.

Competencies

  • Good interpersonal communication skills,
  • High sense of responsibility to ensure that operational objectives, policies and requirements are met;
  • Ability to work effectively as part of a team,
  • Good facilitation skills;
  • Strong organizational and time management skills;
  • Excellent usage of computers and office software packages.

Required Skills and Experience

Experience and qualifications requirements.

  • University Degree in Supply Chain, Logistics, Management, Economics, International Relations or other relevant field.
  • Specialized training in procurement will be considered as an advantage;
  • At least 3 years of relevant experience of working in the field of procurement;
  • Knowledge of public procurement principles is required;
  • Fluency in English, Ukrainian/Russian is required.

Documents to be included when submitting the proposals

Applicants shall submit the following documents:

Letter of interest, explaining why the applicant considers him / herself the most suitable for the work (in Ukrainian/Russian Language).

Personal CV, including information about experience in similar assignments and contact details for referees.

Submission of a Financial Proposal using UNDP template (template will be provided to shortlisted candidates).

Financial proposal

Lump sum contract

The financial proposal shall specify a total lump sum amount, linked to deliverables (see paragraph 4). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days). 

All envisaged travel costs must be included in the financial proposal. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using his/her own expenses.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Evaluation criteria

  • Educational background – Pass/Fail
  • At least 3 years of experience in the field of of procurement - Pass/Fail
  • Knowledge of public procurement principles – Pass/Fail
  • Language Skills (English, Ukrainian, Russian Language) – Pass/Fail

 Evaluation method:

 Lowest price and technically compliant offer with validation interview

Contract award shall be made to the incumbent whose offer has been evaluated and determined as both:

a) responsive/compliant/acceptable (fully meeting the TOR provided), and

b) offering the lowest price/cost

c) successfully confirmed experience during validation interview

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.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Kyiv (Ukraine)
  • Grade: National Consultant - Locally recruited Contractors Agreement - Consultancy
  • Occupational Groups:
    • Procurement
  • Closing Date: 2018-08-22

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