Procurement Associate NPSA-6, DS – Dnipro/Odesa/Kharkiv, National Рosition

In Ukraine, UNDP operates in five programmatic areas of support: government capacities for crisis response and management; sustaining provision of public services; emergency works facilitating return and reconstruction; incomes, livelihoods and the private sector response; and civil society and maintenance of the social fabric.

The war in Ukraine has resulted in significant loss of life; unprecedented displacement, internally and towards neighbouring countries; and devastating destruction of infrastructure. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core engagement is to preserve development gains as fully as possible, and to return Ukraine to pathways towards achieving the SDGs as quickly as possible.

UNDP launched its Resilience Building and Recovery (RBR) framework for Ukraine on 11 April 2022 to immediately respond to the development and humanitarian challenges. The overall objective is to preserve development gains in Ukraine, mitigating risks of descent into a governance and service delivery crisis, embedding activities for recovery from the onset of the humanitarian effort, and facilitating a swift return to development pathways and processes for national attainment of the SDGs.

Based on previous experience and to support the strengthened resilience and early recovery of war-affected communities in selected target areas of Ukraine, UNDP and the European Union, a long-term partner, have launched the “EU4Recovery – Empowering Communities in Ukraine” (EU4Recovery) project, which will ensure a multiplier effect by further expanding key interventions mentioned above. EU4Recovery interventions are grouped under the following key objectives:

•   Target communities have increased access to quality public services that respond to the needs of all population groups, with a particular focus on the most vulnerable.

•   Community security is enhanced, and the social fabric is maintained in project target areas.

EU4Recovery is being implemented via an area-based approach, whereby the synergies to be extracted from a multi-sectoral approach have maximum impact on the lives of individuals at community level.

In this context, UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of Procurement Associate. Under close supervision of EU4Recovery Procurement Specialist, the Procurement Associate will perform all tasks necessary to procure goods and  services, including services of individual consultants, as well as the construction services, in compliance with UNDP procedures and requirements. 

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.

• 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 Area-Based Projects project focusing on achievement of the following results:

• Maintenance of global procurement platform Quantum and other corporate procurement systems for the Area-Based Projects.
• 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.

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

Institutional Arrangement

Under the direct supervision of the EU4Recovery Procurement Specialist, 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 EU4Recovery Project and Area-Based Projects

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.
Data – Data analysis – Ability to extract, analyze and visualize data to form meaningful insights and aid effective business decision making.
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

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/23484

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.