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Procurement Associate - UNDP Moldova Country Office

Chisinau (Moldova)

  • Organization: UNDP - United Nations Development Programme
  • Location: Chisinau (Moldova)
  • Grade: GS-7, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
    • Development Cooperation and Sustainable Development Goals
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-30

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Background

Under the guidance and direct supervision of the Procurement Analyst/Head of Procurement Unit, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

 

Duties and Responsibilities

Summary of job functions:

  • Administration and implementation of operational strategies
  • Organization of procurement processes
  • Implementation of sourcing strategy and e-procurement tools
  • Control of CO Assets
  • Facilitation of knowledge building and knowledge sharing

1.    Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
  • Act as alternate to the Head of Procurement Unit.  

2.    Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Organization of procurement processes including preparation and conduct of ICs, RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.
  • Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
  • Monitoring supplier’s performance with respect to the quality and timely delivery of goods and services.
  • Maintenance of cost-recovery data for the procurement services provided by UNDP to other Agencies.
  • Organization of joint procurement processes for the UN Agencies in line with the UN reform - establishment of local LTAs.


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

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
  • Mainstreaming UN values into procurement processes (human rights, gender equality, diversity, greening, etc.).
  • Implementation of sustainable procurement in the CO, including the “green procurement”.
  • Support to implementation of corporate e-procurement module.
  • Provision of advice to management and inputs related to procurement at the project formulation and budget writing stage


4.    Ensures proper control of CO Assets focusing on achievement of the following results:

  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification control in the CO and projects.
  • Provide support on CO vehicle maintenance

5.    Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organization of trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.


 

Competencies

Core Competencies:

Innovation
Ability to make new and useful ideas work

  • Interprets policies and guidance within context and applies with judgment
  • Anticipates obstacles and applies practical solutions
  • Continually seeks improvement and agility in service delivery   
  • Collaborates to improve methods and delivery    

Level 3: Adapts deliverables to meet client needs

Leadership
Ability to persuade others to follow

  • Actively engages teams and encourages dialogue within and across teams  
  • Determines appropriate resources, methods, partners, information and solution  

Level 3: Proactively seeks and recognizes contributions of others

People Management
Ability to improve performance and satisfaction

  • Seeks and values other’s initiatives and expertise
  • Supervises teams with consistent direction and drives team engagement    

Level 3: Appropriately involves team in different stages of work and decision-making

Communication
Ability to listen, adapt, persuade and transform

  • Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work
  • Speaks on behalf of team with professionalism and integrity consistent with UN values    

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation


Delivery
Ability to get things done while exercising good judgement

  • Demonstrates commitment to clients and quality
  • Works to agreed goals dealing with challenges constructively
  • Responsible for project implementation and/or team deliverables
  • Ability to exercise sound judgement in delivering services and supervising teams

    Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional    Competencies:
Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Identifies new and better approaches to work processes and incorporates same in own work
  • 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

    Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Organizational Learning and Knowledge Sharing

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

    Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Building Strategic Partnerships

  • Analyzes general information and selects materials in support of partnership building initiatives

    Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work


Promoting Organizational Change and Development

  • Documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to identify problems and proposes solutions

    Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Design and Implementation of Management Systems

  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
  • Makes recommendations related to work procedures and implementation of management systems

    Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly    

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work


Promoting Accountability and Results-Based Management

  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports  

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work





 

Required Skills and Experience

Education:    

  • Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be an advantage.
  • UNDP Procurement Certification programme would be an advantage, but not a requirement.

Experience:  

  • Secondary Education with 7 years of progressively responsible administrative experience is required at the national or international level, including experience in public procurement

OR

  • University Degree with 4 years of progressively responsible administrative experience is required at the national or international level, including experience in public procurement

 

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems.

 

Language Requirements:    

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



 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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