20.02.2023

Procurement Associate, UNDP NPSA 6, Dniprо

ЗАВЕРШЕНО

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).

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

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