Старший/а менеджер/ка відділу закупівель

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 neighbouring 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.

Micro-, small and medium-sized enterprises (MSMEs) have a major role to play both in enhancing Ukraine’s economic competitiveness and restoring sustainable growth since they largely dominate Ukraine’s economy in terms of a number of entities, employment and value added. According to the State Statistics Service of Ukraine, in 2018, the country had only 446 large enterprises and 1,839,147 MSMEs, which constituted over 99.9 percent of all operating entrepreneurship. In 2020, the number of MSMEs increased to 1,973,065 with the share of about 99 percent of micro- and small enterprises among them. In 2018, the MSME sector in Ukraine accounted for more than 81 percent of all employment creating 77.4 percent of jobs. The share of value added increased from 64.3 percent in 2018 to 70.2 percent in 2020 meaning that MSMEs must have a voice in shaping the business environment in Ukraine .

Yet MSMEs are those that are mostly affected by incomplete reforms and fluid frameworks. In the context of the “Strengthening MSME Business Membership Organizations in Ukraine: Phase II (2019-2023)” Project, the United Nations Development Programme (UNDP) is intervening for 48 months to design and deliver tailored capacity development support to selected BMOs representing different macroregions and sectors of Ukraine to help strengthen their institutional/organizational/financial capacities to represent interests of the private sector and facilitate a more active, responsive, professional and policy-oriented dialogue between public and private sectors. The Project is also addressing important cross-cutting challenges for economic development in Ukraine such as women’s economic empowerment and promoting sustainable practices among MSMEs.

On 24 February 2022 Russia launched a full-scale and unprecedented war against Ukraine, causing disruption in business activity, damage to people, cities and infrastructure, and having a devastating impact on Ukraine’s economy. Results of the surveys conducted among Ukrainian MSMEs during spring 2022 show that about 50 percent of enterprises operated at only 10-60 percent capacity of the pre-war level as of mid-April 2022. They also confirm that MSMEs are more susceptible to the shocks caused by the war than large enterprises (only 14 percent of MSMEs operated at full capacity versus 41 percent of large enterprises as of mid-April 2022).

Job Purpose and Organizational Context

The Project is viewed as a continuation of Phase I implemented by UNDP in Ukraine in 2015-2018, incorporating relevant lessons learnt and introducing adjustments that will enhance the overall positive influence on the MSME sector. The Project is being implemented by connecting three components targeting improvement of organizational capacity of BMOs, better MSMEs’ access to BDS through BMOs and engagement in an effective public-private dialogue between the private sector and government side.

Under close supervision of Project Manager, the Procurement Associate will perform all tasks necessary to procure goods, services, individual consultants, and construction services in accordance with Government of Ukraine and 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 promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

The recommended candidates will be considered for other similar positions at the same level.

Duties and Responsibilities

Ensures 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 the project focusing on achievement of the following results:

• Maintenance of global procurement platform PROMPT and other corporate procurement systems.
• 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.

Ensures 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.

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 competencies:

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 fulfil 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.
• 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 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of relevant experience, on the national or international level, in procurement/supply chain, logistics or related areas.
• Prior experience with a UN Agency or International Organization in the field of procurement is highly desirable
• Familiarity and experience with ERP systems would be an asset

Required Skills:

• 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.
• Procurement Certification is an asset.

Required Language(s):

• Fluency in English and Ukrainian.

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

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