Procurement Associate - UNDP Moldova Country Office

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. 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 projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

• Implementation of operational strategies
• Organization of procurement processes 
• Implementation of sourcing strategy
• Control of CO Assets
• Provision of logistical services
• Facilitation of knowledge building and knowledge sharing

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

• Support in preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of 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 with Buyers profile in Atlas.
• Preparation and clearance of 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.
• Presentation of reports on procurement in the CO.
• Preparation of invoices and information for cost-recovery bills for the procurement services provided by UNDP to other Agencies.
• Implementation of joint procurement processes for the UN Agencies and RC Office.

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

• 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.

Core

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

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

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

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

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

Technical/Functional

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

Promoting Organizational Learning and Knowledge Sharing

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

Building Strategic Partnerships

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

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

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

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

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

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 6 years of progressively responsible administrative experience is required at the national or international level, including experience in public procurement.

OR

• University Degree with 3 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.