Senior Procurement Associate (Старший асистент із закупівель)

Under the direct supervision of the Field Operations Manager the Senior 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 project (UNDP, UN Women, UNFPA and FAO). The Senior Procurement Associate will work in close collaboration with the operations and programme staff in UNDP Project Office in Kramatorsk, UNDP logistical hub in Severodonetsk and Country Office in Kiev, as well as with UN Women, FAO and UNFPA focal points within a framework of joint project.

Specifically, s/he will perform the following key tasks:

• Provides substantive contribution to the Programme Procurement Plan based on the Annual Work Plans and ensures its timely and regular updating according to the programme activities;
• Substantively contributes to preparation/revision of Programme Implementation Plan;
• Maintains global procurement platform PROMPT and other corporate procurement systems from RPP’s side;
• Implements and maintains the online Procurement Plan tool for case management and planning of procurement related activities and as archive of submitted and evaluated documents;
• Plays leading role in analysis and administration of procurement cases assigned to RPP Procurement team in the online Procurement Plan to ensure accuracy and completeness of the information represented at Sharepoint.   

• Implements and maintains the new Share-point online archiving tool of RPP Operations procurement activities to record and archive the electronic documents;
• Substantively contributes to complex procurement activities within implementation of a joint UNDP – UN Women – UNFPA – FAO project by checking, consolidating, aligning and streamlining joint procurement plans. Analyses and ensures consistency of procurement requests.

• Ensures proper UNDP policies and procedures are followed while proposing and implementing innovative procurement approaches and solutions to project implementation needs; organizes 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. Supports 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;
• Implements sourcing strategy;
• Collaborates with key designated focal points to ensure clarity of the specifications and expectations;
• Develops and updates of the rosters of suppliers, implementation of supplier selection and evaluation;
• Prepares submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows;
• Verifies Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring;
• Verifies conformity of micro-purchases made by designated programme personnel to UNDPs SOP and POPP on procurement. Serves as a secretary of the tender procurement processes of the RPP including: preparation of all procurement documents, distribution and presentation of relevant documentation to the members of the committee; coordination of procurement evaluation committee meetings; preparation procurement evaluation committee reports as well as maintenance records of all documentation and reports;
• Examines and tests existing contracts, implements proactive contract management, timely follow-up on the purchase orders fulfilment, communicates with suppliers and resolves issues which may arise along the supply process;
• Conducts contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement;
• Maintains and improves the contract management system to ensure that accountability to donors and internal stakeholders is met;
• Expects unfavorable events through analysis of data and prepares control measures;
• Performs risk management for supply contracts and agreements;
• Works in a close liaison with the responsible person for ensuring timely verification and receipt of shipping documents, goods receipt, clearance, facilitating quality control and distribution;
• Liaises 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;
• Prepares 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 problem;
• Prepares and present reports on the programme procurement;
• Supports to the management on physical assets disposal.  Reviews of assets and recommendation of physical assets for disposal.  Documents preparation for submission to Contract Review Committees; follows up on request and liaises with requesting unit and maintenance for disposal action and entry in ERP system (Atlas) of all the requisite details for recording disposals.  Oversights of disposal of items and accuracy of inventory data;
• Monitors the transportation of products purchased under the programme;
• Reviews logistics documentation ensuring that all necessary documents are properly prepared;
• Ensures timely distribution of shipping documents and related documents to local service providers;
• Ensures timely delivery and proper transfer of products to the recipients;
• Maintains adequate filing and documentary evidence of all procurement and contract management processes as required by UNDP policies and procedures;
• Ensures that all program’s needs are met through the timely provision of appropriate supplies and other logistical support to all areas of operation;
• Assists in problem solving, bottlenecks prevention, risk analysis of the procurement processes within the Programme;
• Provides inputs to the programme reports;
• Provides trainings on procurement related processes to the programme staff in the field offices;
• Assists programme management in preparation/revision of programme Implementation Plan;
• Performs other duties as required by UNDP management.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• Bachelor’s Degree in Supply Chain, Logistics, Management, Economics, Law, International Relations, Business Administration, Political Sciences, Public Administration, Social Science or other relevant areas;
• Minimum 5 years of practical experience in national or international procurement/supply chain, logistics or related area;
• Knowledge of public procurement principles is an asset;
• Procurement Certification is an asset;
• Training in procurement and supply chain management is a strong asset;
• Familiarity with UN/UNDP procurement management procedures and experience with ATLAS would be an asset;
• Knowledge of IPSAS and/or IFRS is desirable;
• Prior experience with the UN Agency or International Organization in the field of procurement is desirable;
• Experience in the usage of computers and office software packages and experience in handling of web-based management systems.
• Fluency in English, Ukrainian and Russian languages is required.

This is a locally recruited position and no expatriation benefits will apply.

DEADLINE FOR APPLICATIONS 2 May 2019.

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

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.