Procurement and Contracts Coordinator - EU4Moldova:Focal Regions Programme

The EU4Moldova: focal regions Programme is based on the European Commission Implementing Decision on the Annual Action Programme 2018 in favour of the Republic of Moldova and is funded by the European Union and implemented by the United Nations Development Programme.

The overall objective of the five-year programme is to strengthen the economic, territorial and social cohesion in the Republic of Moldova through facilitating inclusive, sustainable and integrated local socio-economic growth and improving the standards of living of the citizens in the pilot micro- regions.

To this end, this programme will address the urban-rural divide and regional disparities, stimulate economic growth and job creation, refurbish and upgrade some social and technical infrastructure in selected pilot micro-regions (smaller towns and villages) while taking into account a gender perspective in the activities of the programme.

Specific objectives:

1. To strengthen transparency, accountability of local public authorities and citizen participation in local governance processes in the pilot micro-regions,
2. To improve citizens' access to quality public services and utilities in the pilot micro-regions,
3. To create employment opportunities for men and women in the pilot micro-regions and improve the attractiveness of the pilot regions for investors and entrepreneurs,
4. To promote the smart specialization of the economy of the pilot micro regions through the development of the clustering and value chain approach in key economic sectors.

The programme objectives will be achieved through measures targeted at: (i) capacity building to support the implementation and monitoring of local economic development plans; (ii) civil society engagement in local planning, governance processes and basic social service delivery; (iii) provision of investment funding in support of the creation and/or development of social and technical infrastructure which, combined with the outcomes from interventions (i) and (ii) above, will have an immediate, visible and tangible impact on employment creation, the standard of living of the population in the pilot micro-regions.
 

Procurement and Contracts Coordinator will work under guidance and direct supervision of the Programme Manager in order to ensure smooth running of the programme. The incumbent contributes to an effective and efficient implementation of EU4Moldova: focal regions Programme through a range of actions contributing to the design, planning, management and monitoring of project activities. The Procurement and Contracts Coordinator applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The Procurement and Contracts Coordinator works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Administrative management:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Supervise other support staff (Procurement Assistant) and coordinate short-term consultants;
• Assume overall responsibility for the coordination of administrative matters;
• Monitor compliance with both UNDP and EU standards and ensure quality control of programme filing systems and files;
• Provide advice to the team on procurement and contractual administration of processes.

Procurement:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• In accordance with the Programme Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
• Prepare the procurement plans for the project and monitor their implementation;
• Organize procurement processes, including preparation and conduct of RFQs, ITBs or RFPs, development of bidding documents, receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts, in full compliance with UNDP rules and regulations;
• Organize procurement processes with respect to individual consultancy services (ICs, RLAs), coordinate receipt of applications and financial proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Promote and monitor the transparency of the procurement and contractual processes, and the use of international best practices; ensure that contractual processes follow the stipulated UNDP/EU procedures;
• Prepare the submissions to the Contract, Asset and Procurement Committee (CAP);
• Draft contracts for goods and services for management approval;
• Effective contracts management -draw up and maintain evidence and monitoring of awards and contracts with project implementing partners, consulting organizations, contractors, etc.;
• Maintain records on national consultants, services providers and their respective status (contracts, ToRs, etc.) in accordance with corporate policies and procedures;
• Monitor supplier’s performance with respect to the quality and timely delivery of goods and services;
• Create and manage e-requisitions in ATLAS;
• Undertake any other tasks requested on an ad hoc basis.

Other duties:

• Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning;
• Provide regular reports to the Project managers and flag any deviations from the work plans immediately;
• Provide inputs for elaboration of proposals and implementation of cost saving and reduction strategies in consultation with Programme management.

The key results have an impact on the overall successful implementation and achievement of the objectives of the Programme. The information provided facilitates decision-making of the Project Board and UNDP management.

 

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Exerts strict adherence to corporate rules, regulations and procedures.  Familiarity with the internal control framework and results-based management tools is a must.
• Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.

    
Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Job Knowledge

• Understands the main processes and methods of work related to the position (procurement and administrative management).
• Possesses knowledge of organizational policies and procedures related to the procurement and contract management and applies them consistently in work tasks.
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
• Demonstrates good knowledge of information technology and applies it in work assignments.

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of programme, managing data, reporting.
• Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment.
• Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.
• Strong inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
• Excellent planning and organizational skills.
• Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.

Self-Management

• Acts as a team player and facilitates team work.
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
   

Education:   

• University Degree in economics, finance, public administration or other related fields. Specialized training in procurement is desirable.

Experience:

• At least seven years of relevant experience, preferably with specialization in procurement, supply chain management or purchasing.
• At least five years of previous experience in development assistance or related work for a donor organization, implementation of international projects, involving large scale procurement processes, consulting company, or NGO is compulsory.
• Experience in similar positions in a UNDP and/or EU-funded project is an advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:   

• Fluency in oral and written Romanian, Russian and English.
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

Online applications can be submitted by registered users only. Self-registration link is available at the next page and requires candidates to provide a valid email address.