Рrocurement Associate NPSA-6 (National position – Kyiv)

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. In the short-term, 62% of the population is at high risk of falling into poverty. Ukraine’s economy is set to shrink by 45% this year due to the war and even with a moderate recovery in the next few years, by 2025 the GDP would still only be two-thirds of the pre-war GDP in 2021.
In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

Job Purpose and Organizational Context

The United Nations Recovery and Peacebuilding Programme (UN RPP) is an integral part of UNDP’s offer via the RBR framework. The 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. Although the UN RPP was initially designed to respond to and mitigate the causes and effects of the armed conflict in east of Ukraine, 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.

Based on previous experience and to support the strengthened resilience and early recovery of war-affected communities in the selected target areas of Ukraine, UNDP and the European Union, a long-term partner (including for UNDP’s programme in the east), have in parallel launched the “EU4Recovery – Empowering Communities in Ukraine” (EU4Recovery) project, which will ensure a multiplier effect by further expanding key interventions mentioned above. EU4Recovery interventions are grouped under the following key objectives:

1. Target communities have increased access to quality public services that respond to the needs of all population groups, with a particular focus on the most vulnerable.
2. Community security is enhanced, and the social fabric is maintained in project target areas.

EU4Recovery is being implemented via an area-based approach, whereby the synergies to be extracted from a multi-sectoral approach have maximum impact on the lives of individuals at community level.

UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of Procurement Associate. Under close supervision of Field Operations Manager, the Procurement Associate will perform all tasks necessary to procure goods, services, individual consultants, and construction services in accordance with UNDP procedures and requirements. This may include tasks such as reviewing TORs and RFPs for completeness and correctness, posting RFPs, seeking bids on goods and services, and processing applications

The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

This position is a national position on a Personal Service Agreement at NPSA 6 level. Under the direct supervision of the Field Operations Manager, the incumbent will perform the following functions:

Supports administration and implementation of the operational strategies focusing on achievement of the following results:

• Contribution to project staff in preparation of the Procurement Plan based on the Annual Work Plans and its timely and regularly updating according to the project activities.
• Organization of the 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. 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: 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.
• Assistance to project management in preparation/revision of Project Implementation Plan and Project Procurement Plan.
• Performance of other duties as required by UNDP management.

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.
• Support the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to Contract Review Committees; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in ERP system (Quantum) of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data.
• 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.
• Provide inputs to the project reports.
• Prepare project budgets and accurate budget revisions based on gender-responsive budgeting principles, financial reports, including monthly and quarterly disbursement reports and financial reports to donors.

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.

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.

Institutional Arrangement:

Under the direct supervision of the Field Operations Manager the Procurement Associate will be responsible for procurement issues. S/he will ensure administration, transparent and efficient provision of procurement services and processes of the Recovery and Peacebuilding Programme including inter-agency joint programme (UNDP, UN Women, UNFPA and FAO).

Competencies

CORE

Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

CROSS-FUNCTIONAL & TECHNICAL

Business Management

Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Procurement

Data Analysis

• Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Data Management

• Knowledge of processing, storing, and validating procurement data.

Procurement Management

• The ability to acquire goods, services or works from an outside external source.

Contract Management

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Education:

Secondary Education is required, or
Bachelor’s Degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering or other relevant areas will be given due consideration but it is not a requirement.

Experience:

• Minimum 6 years (with Secondary Education) or 3 years (with Bachelor’s Degree) of relevant experience, on the national or international level, in procurement/supply chain, logistics or related areas.
• Previous experience with UN agencies, governmental, private sector, development, other multilateral or civil society organization in the areas of social services, support to health, local development, support to civil society is highly desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems is required.
• Familiarity and experience with ERP systems would be an asset
• Knowledge of public procurement principles would be desirable

Language:

• Fluency in Ukrainian and English is required.

Professional certifications:

• Procurement Certification will be an asset.

Please note: 2 positions to be filled. Recommended candidates will be rostered for similar positions within the country.

This is a national position. Only Ukrainian nationals are eligible to apply.

Disclaimer

 Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

DEADLINE FOR APPLICATIONS 04 September, 2023.

If you wish to apply for this or other positions, please visit UNDP in Ukraine website, section Jobs and apply:

https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/13321

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy.

Qualified women are strongly encouraged to apply.