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Procurement Specialist in UNDP project (50 % workload)

Minsk (Belarus)

  • Organization: UNDP - United Nations Development Programme
  • Location: Minsk (Belarus)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Procurement
    • Project and Programme Management
    • Development Cooperation and Sustainable Development Goals
  • Closing Date: 2020-10-28

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Background

Project “Support to Economic Development at the Local Level in the Republic of Belarus” is focused on development of micro, small and medium-sized enterprises (SMEs) and enterprises aimed at addressing socially important issues (EASIs) in Belarusian regions. The objective of the project is to support economic initiative, competitiveness and innovation for inclusive development at the local level in the Republic of Belarus.
The project consists of three interrelated components:
  • Development of long-term strategies at the local level dealing with formulation of approaches and concrete activities aimed at increasing employment, in particular through participatory analysis of opportunities and bottlenecks for economic development in project districts; identification of existing issues and development of potential solutions and definition of the roles of all stakeholders; 
  • Building “eco-systems” to support economic activities, including measures to improve legislative framework and the stakeholders’ capacity with a focus on support to development of SMEs and EASIs;
  • Providing access to new financial mechanisms at the local level to enable the development of SMEs and EASIs. 
The project activities will contribute to the improvement of business environment and development of support infrastructure for SMEs and EASIs including access to financial resources. They will also help to build positive public attitude toward entrepreneurial initiative of citizens and socially responsible activities. 
 
The Ministry of Economy of the Republic of Belarus is the project’s national Implementing Partner (referred further in the text as Implementing Partner).  
 
He/she promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the national partners and other key project partners, including international organizations and NGOs, for resolving complex finance-related issues and information delivery. 
 

Duties and Responsibilities

Procurement Specialist is based in Minsk and works under the guidance and direct supervision of the Project Manager and in close cooperation with the Procurement Unit.

Procurement Specialist provides effective procurement services to ensure successful delivery of all the intended outcomes and outputs in accordance with the Project Document and within the approved budget and timeframes.

Procurement Specialist:

  • provides strategic analysis of the project’s Annual Detailed Work Plan and recommendations to the Projects Manager on execution of procurement services for the successful implementation of project activities and the achievement of planned project results;
  • ensures effective and efficient implementation and management of procurement process, transparent and accountable process of procurement and supply chain management process, effective internal control mechanisms;
  • promotes a client-oriented approach consistent with UNDP rules and regulations and work in close collaboration with the UNDP CO, national partners, international/national experts and project staff for resolving complex procurement-related issues.
  • is responsible for all procurement (contractual, organizational and logistical) matters under the project and provide necessary assistance to the Project Manager in the implementation of day-to-day project activities.

Summary of key functions:

  • Ensures administration and implementation of operational strategies, implementation of sourcing strategy, adapts processes and procedures;
  • Organizes and manages procurement processes;
  • Ensures knowledge building and knowledge sharing within the project team and among projects;
  • Performs any other project related tasks as assigned by the Supervisor

Performs Buyer’s role in ATLAS, subject to Procurement Certification, Level 1 (to be offered by the UNDP at the beginning of the contract).

 

Ensures administration and implementation of operational strategies, implementation of sourcing strategy, adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with UNDP rules, regulations, and policies of procurement activities, procurement recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls;
  • Maintains and updates information about suppliers, implementing supplier selection and evaluating pre-qualification and performance of suppliers, as well as by proposing on suppliers’ short-listing.
Organization and management of procurement processes focusing on achievement of the following results:
  • Timely and due preparation of Procurement Action Plan (PAP) for the project, continuous monitoring of its implementation and update, preparation of reports on procurement progress as required;
  • Quality research of local and international markets for goods and services required for project needs;
  • Coordination with national partners and project experts’ specifications of products, equipment and services for project components;
  • Organize procurement processes including preparation and conduct of requests for quotation (RFQs), invitations to bid (ITBs), requests for proposal (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations for submission to the UNDP CO; 
  • Organize procurement of services of local and international consultants and experts if necessary; 
  • Prepare relevant submissions to the Asset and Procurement Committee (CAP) as appropriate;
  • Ensure control over proper delivery of goods and services procured under the project to the beneficiaries of the project;
  • Execute customs formalities (as required) under the guidance of CO Administrative Unit;
  • Communicate with the projects’ donor, stakeholders, and beneficiaries on the procurement issues;
  • Full control of national partners’ tender processes in case the procurement is executed under national modality (NIM); 
  • Support project team in certification and verification of procurement related documents of the grantees;
  • Contract management and monitoring, including arrangement of shipments, check and receipt of shipments, executing customs formalities, monitoring of services/works executed by suppliers, etc;
 
Knowledge building and knowledge sharing within the project team and among projects focusing on achievement of the following results:
  • Facilitate knowledge building and knowledge sharing for project staff on procurement as necessary with clear orientation in the area of procurement and its procedures, in order to promote efficiency and the development of local capacities;
  • Participates in capacity building activities for the grantees on procurement matters;
  • Analyze lessons learnt and best practices in procurement.
Other:
Perform other activities related to the implementation of the projects in his/her capacity as a Procurement Specialist, at the request of the Project Manager.
 

Competencies

  • Job knowledge and technical expertise:  understands the main processes and methods of work; determines appropriate resources, methods, partners, information and solutions;
  • Delivery: responsible for project implementation and/or team deliverables; works to agreed goals dealing with challenges constructively; demonstrates commitment to clients and quality;
  • Communication: understands, explains and shares information on assigned tasks with accuracy and clarity; demonstrates regular and consistent communication frequency with supervisor and colleagues; proactively shares information within and across teams; finds common ground to solve problems.
 

Required Skills and Experience

  • University degree in public administration, international relations, logistics, marketing; University degree in technical or humanitarian fields combined with practical procurement experience and relevant on-the-job trainings would also be acceptable;
  • At least three years of relevant procurement experience; 
  • Additional specialized training in procurement and/or logistics would be an asset;
  • Certification on public procurement, is a strong asset;
  • Working knowledge of UNDP rules and regulations is an asset but not a requirement;
  • Advanced knowledge of MS software packages (Excel, MS Word, Power Point etc.); 
  • Fluency in English and Russian.
 

Disclaimer

Important applicant information

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

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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