Procurement Associate

Details

Mission and objectives

UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Together with national, regional and local authorities, civil societies, private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people’s capacity, achieve equitable results, sustain the environment, and advance democratic governance. UNDP is in line with 2030 Agenda and the Sustainable Development Goals (SDGs), to achieve national strategic capacity development.

Context

The United Nations Recovery and Peacebuilding Programme (UN RPP) has addressed priority needs in the east of Ukraine arising since the outbreak of the armed conflict in spring 2014. The Programme supports the economic recovery of war-torn communities, further accelerating the decentralization and health-care reforms in these regions and strengthening community security and social cohesion in target communities. After the large-scale Russian invasion began on 24 February 2022, the Programme expanded its activities to the most war-affected oblasts of Ukraine, located primarily in the east and south of Ukraine.

Task description

I. Supports administration and implementation of the operational strategies focusing on achievement of the following results: • Organization of the procurement processes including preparation and conduct of RFQs, ITBs or RFPs, review related to Micro Purchase Canvass procedure documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Support 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. • Service as a secretary of the tender procurement processes of the project including the following: 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. • Performance of other duties as required by UNDP management. II. Organizes procurement processes for RPP project focusing on achievement of the following results: • Maintenance of global procurement platform Quantum and other corporate procurement systems from RPP’s side. • Preparation of submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows. • Implementation proactive contract management, timely follow-up on the purchase orders fulfilment, communicate with suppliers and resolve issues which may arise along the supply process. • Contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement. • Maintenance and improve the contract management system to ensure that accountability to donors and internal stakeholders is met. • Prepare Purchase orders (POs) and contracts, performance management of procurement contracts. Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems. • Liaise as necessary with the stakeholders of procurement processes which may include but not be limited to, international and national suppliers, service providers, external bodies and end users as needed along the procurement and supply process. • Work in a close liaison with the responsible person or be responsible for ensuring timely verification and receipt of shipping documents, goods receipt, clearance, facilitating quality control and distribution. • Prepare and present reports on the project procurement. • Monitor the transportation of products purchased under the project. • Review logistics documentation ensuring that all necessary documents are properly prepared. • Ensure timely distribution of shipping documents and related documents to local service providers. • Ensure timely delivery and proper transfer of products to the recipients. • Maintain adequate filing and documentary evidence of all procurement and contract management processes as required by UNDP policies and procedures. • Ensure that all project’s needs are met through the timely provision of appropriate supplies and other logistical support to all areas of operation. III. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results: • Implementation of sourcing strategy. • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. IV. Supports facilitation of knowledge building and knowledge sharing focusing on achievement of the following results: • Provide trainings on procurement-related processes to the project staff, if needed. • Assist in problem-solving, bottlenecks prevention, risk analysis of the procurement processes within the Project.