Вакансія: Procurement Associate, NPSA-7, DS – Kyiv, (National Position)

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 GDP contracted by about 30 percent in 2022, with economic activity scarred by the destruction of productive capacity, damage to arable land, and reduced labour supply. Poverty is estimated to have increased from 5.5 percent in 2021 to 25 percent in 2022 and headline inflation hit 24.9 percent in September 2022, with high food price inflation hurting the poor. 

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. Furthermore, it is important to rehabilitate economic or productive infrastructures, such as ports, agricultural infrastructures, and market facilities to revive national economy. 

Furthermore, military hostilities resulted in numerous human rights violations, significant and evolving patterns of displacement, introduction of urgent changes in legal rules and procedures to correspond with human rights principles and martial law to meet an increase in requests for access to justice as a whole and easily accessible legal services and legal information in particular. The same needs for clear, transparent procedures for handling applications on notification of damaged and lost property, including real estate, are evident in the civil-law sector as in the criminal domain. 

Such unprecedented complex humanitarian, development, and peace (HDP) challenges in Ukraine underscore the importance of programming that responds to the multiple dimensions of the crisis – human security crisis.  Therefore, UNDP has developed a comprehensive crisis response and recovery programme to strengthen and leverage resilience of individuals, communities, and institutions in the country to provide immediate life-saving assistance while maintaining core government functions and public service delivery and initiating economic recovery in the country, which will contribute to global food security, peace, and human security. To this end, UNDP has been engaging in various procurement of items and equipment for various programme implementation including mine action, debris management, and the restoration of energy facilities. The Procurement Associate will work as a part of Project Support Team of the Energy & Environment (E&E) Portfolio to facilitate the procurement of necessary items and equipment, supporting various projects implemented under E&E portfolio. 

Duties and Responsibilities

1. Procurement Planning and Strategy

• 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.
• Assist project management in preparation/revision of Project Implementation Plan and Project Procurement Plan.
• Implement sourcing strategy.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Provide inputs to the project reports.
• Assist in problem solving, bottlenecks prevention, risk analysis of the procurement processes within the Project.

2. Procurement Process Management

• 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.
• Verify Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring.
• 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.
• Prepare submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows.
• 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.
• Maintain global procurement platform and other corporate procurement systems.

3. Contract Management

• Implement proactive contract management, timely follow-up on the purchase orders fulfillment, communicate with suppliers and resolve issues which may arise along the supply process.
• Conduct contract management on every stage of the supply chain, proactively identifying potential critical parts and making suggestions for improvement.
• Maintain and improve the contract management system and ensure that accountability to donors and internal stakeholders is met.
• Prepare and present reports on the project procurement.

4. Logistics and Supply Chain Management

• Work in 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.
• 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.

5. Stakeholder Engagement and Training

• 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.
• Provide trainings on procurement-related processes to the project staff, if needed.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Under the direct supervision of Operations Analyst and the overall guidance of the Programme Manager, the Procurement Associate will be responsible for procurement issues. S/he will ensure administration, transparent and efficient provision of procurement services and processes.

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.
Business Management – 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, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
Procurement – Data management – Knowledge of processing, storing, and validating procurement data.
Procurement – Procurement management – The ability to acquire goods, services or works from an outside external source.
Procurement – 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

Min. Education requirements

• Secondary Education is required.
• A university 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.
• CIPS-3 procurement certification is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year. 

Min. years of relevant work experience:

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of relevant experience, at the national or international level, in procurement/supply chain, logistics or related areas.

Required skills:

• Proficiency 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 in addition to the competencies covered in the Competencies section:

• Experience in and knowledge of public procurement principles is an asset.
• Working experience with UN procurement procedures will be considered an advantage.
• Prior experience with a UN Agency or an international organization in the field of procurement is highly desirable.
• Familiarity and experience with Quantum or other ERP system would be an asset.

Required Language(s):

• Fluency in English is required.
• Fluency in Ukrainian is required for national personnel.

Professional Certificates:

• CIPS 2 at the time of recruitment.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders) 

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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

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DEADLINE FOR APPLICATIONS 11 October, 2024.

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/20724

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.