Співробітник(-ця) відділу закупівель

 

 

The invasion of Ukraine by the military forces of Russian Federation launched on February 24, 2022 has caused severe damages to the increasingly fragile social and humanitarian situation in Ukraine, and a humanitarian disaster of a proportion not seen in Europe since 1945 is now increasingly likely to occur. While the human and -economic cost of the conflict continues to grow, the Government of Ukraine remains resilient, sustaining key government functions to ensure delivery of services for population on the move. 

 

Ongoing hostilities and remnants of war prevent humanitarian provisions from being delivered to communities impacted by the war, leading to these communities with depleted resources and life-threatening situations. Delivery of food, water, medication and non-food items are immediate needs for these impacted districts. Needs are also immediate for the repair of critical infrastructure such as water supply and power, where human health risks increase daily from the lack of these basic services.

 

Widespread presence of landmines, cluster munition and other explosive remnants of war in Ukraine pose a considerable and mounting threat to civilian populations that have both remained in residential areas in Ukraine and those that have chosen, or have been forced, to relocate. Explosive Ordnance (EO) also poses a significant threat to the international community (including the UN and our partners) when delivering humanitarian assistance inside Ukraine. Mine action has therefore become a precondition for safe in-country emergency assistance. 

 

In parallel with EO challenges, the extensive presence of damaged and unstable buildings with resulting debris poses a real threat to human health from uncontrolled collapse, contamination (i.e. from asbestos) and debris acting as physical barriers to access. 

 

To support the Governament and people of Ukraine, UNDP is launching a project on emergency explosive ordnance clearance and debris removal in Ukraine. The project will help identify critical delivery routes to ensure access and humanitarian support, liaise with the National Mine Action Authority to survey and clear these routes of explosive ordnance presence, facilitate safe access with the demolition of any unstable structures and the removal of debris, and maintain cleared routes for continued safe access.

 

Under close supervision of Mine Action & Debris Removal Programme Manager and CO Procurement team, 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 to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

 

• Contribute 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;
• Maintain global procurement platform PROMPT and other corporate procurement systems;
• Organize 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;
• Implement sourcing strategy;
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Prepare submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows;
• Verify Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring;
• Assist project management in preparation/revision of Project Implementation Plan and Project Procurement Plan;
• Serve 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;
• Implement proactive contract management, timely follow-up on the purchase orders fulfilment, communicate with suppliers and resolve issues which may arise along the supply process;
• Conduct contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement;
• Maintain and improve the contract management system and to ensure that accountability to donors and internal stakeholders is met;
• 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;
• 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;
• 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 problem;
• Prepare and present reports on the project procurement;
• Support to 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 (Atlas) 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;
• Assist in problem solving, bottlenecks prevention, risk analysis of the procurement processes within the Project;
• Provide inputs to the project reports;
• Provide trainings on procurement related processes to the project staff, if needed.;
• Perform other duties as required by UNDP management.

 

Core Competencies

 

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

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.
Data analysis	Ability to extract, analyse 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.

 

 

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 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.

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.

Desired Skills:

• Working experience with UN procurement procedures will be considered an advantage.
• Prior experience with a UN Agency or International Organization in the field of procurement is highly desirable
• Knowledge of public procurement principles is an asset.
• Training and/or certification in procurement and supply chain management is a strong asset.
• Familiarity and experience with ATLAS or other ERP system would be an asset;
• Procurement Certification is an asset.

Languages:

• Fluency in Ukrainian, Russian and English is required (written and spoken). 

Institutional Arrangement

Under the direct supervision of Mine Action & Debris Removal Programme Manager and the overall guidance of Energy and Environment Portfolio Team Lead the Procurement Associate will be responsible for procurement issues. S/he will ensure administration, transparent and efficient provision of procurement services and processes for the Project.

Required Documents

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.