Procurement Аnalyst

Background

The above-mentioned Project, as funded by the Government of Spain, aims to ensure that the educational facilities in the war affected areas of Ukraine are repaired and reconstructed with a strong emphasis on sustainability, inclusiveness, and environmental protection. It will facilitate the return of internally displaced persons (IDPs) and refugees to their home communities, support green recovery, and improve educational outcomes. The Project will also contribute to achievement of several Sustainable Development Goals (SDGs), specifically SDG 4: “Ensure inclusive and equitable quality education and promote lifelong learning opportunities for all,” SDG 10: “Reduced Inequalities,” and SDG 17: “Partnerships for the Goals.”.

This intervention is the latest in a series of initiatives implemented by UNDP with the support of multiple donors, beginning with EU DG ECHO’s support for light repairs of schools in war affected areas launched in October 2022. Subsequently, the Government of Germany provided support to continue urgent repairs and assisted the Ministry of Education and Science (MoES) in developing the “New School” concept, starting in 2023. The incumbent Project serves as a logical continuation of these efforts, focusing not only on urgent repairs, but also on modernizing schools by incorporating energy efficiency measures and renewable energy sources, aligned with UNDP’s “Build Back Better” principle. 

This Project is expected to deliver two key outputs:

• Output 1: Educational facilities in war-affected areas are reconstructed according to the Build Back Better standards.
• Output 2: A pilot school is repaired and modernized, aligning with the New School Concept developed by the Ministry, and contributing to Ukraine’s EU accession efforts.

The acquisition actions for the works related to this intervention will be carried out via the existing UNDP public procurement system and with involvement of the local economic operators. The targeted educational institutions are located in the following regions of Ukraine: Kyivs’ka, Sums’ka, Lvivs’ka and Volyns’ka oblasts’.

In this context, UNDP is recruiting a Procurement Analyst, who will ensure administration, transparent and efficient provision of procurement services and processes, resolving complex procurement-related issues and information exchange, provision of high-quality procurement services, promoting client-oriented approach and compliance to UNDP rules and regulations.

Duties and Responsibilities

Ensures implementation of operational strategies of the Projects through:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

Supports procurement processes of the Projects through:

• Facilitating the programme staff in preparation of procurement plans for the portfolio and projects and their implementation monitoring;
• Organization of 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; 
• Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum;
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Providing inputs to reports on procurement in the CO; 
• Serving as a secretary of the tender procurement processes of the Projects’ procurement activities 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;
• Support with drafting Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and provide procurement related inputs before clearance by the Procurement Unit of the Country Office (CO);
• Implementation of e-tendering practices;
• Playing leading role in analysis and administration of procurement cases of the Projects in the online Procurement Plan to ensure accuracy and completeness of the information represented at Sharepoint;
• Implementation and maintenance of the new SharePoint online archiving tool of procurement activities of the Projects to record and archive the electronic documents;
• Review and clearance of documents related to Micro-purchase Canvass procedure.

Ensures implementation of sourcing strategy through:

• Contribute to conducting market research for the procurement cases of the relevant Projects;
• Support in management of e-procurement module as may be applicable. 

Ensures facilitation of knowledge building and knowledge sharing in the CO through:

• Providing procurement related guidance to the Projects, in close cooperation with Project Procurement Specialist and CO Procurement Unit;
• Synthesis of lessons learnt and best practices in procurement implemented in the Projects procurement processes;
• Sound contribution to knowledge networks and communities of practice.

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

Institutional Arrangement

Procurement Analyst will work under the guidance and direct supervision of the Operations Analyst, overall guidance of the Project Manager and IDRPB Team Lead, in close collaboration with the Project and UNDP CO teams.

Competencies

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 and Technical competencies:

• Procurement – Contract management            
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement – Supplier/relationship management 
  • Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement – Data management      
  • Knowledge of processing, storing, and validating procurement data.
• Business Direction & Strategy – Entrepreneurial Thinking    
  • Ability to create clarity around UNDP Value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate.
• Business Direction & Strategy – Effective Decision Making  
  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Required Skills and Experience

Education:

• Advanced university degree (Master’s degree or equivalent) in Procurement, Logistics, Business Administration, Public Administration, Economics, Finance, Social Sciences, Energy or related field is required, or
• A first-level university degree (Bachelor’s degree) in the areas mentioned above, in combination with additional two years of qualifying experience, will be given due consideration in lieu of the advanced university degree

Experience:

• Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. 
• Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level in public sector procurement management.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.

Desired skills:

• Experience in working or liaising with a UN Agency or International Organization in the field of procurement is highly desirable;
• Experience in working with UN procurement systems/procedures will be considered an advantage;
• Experience and knowledge of public procurement principles will be considered an asset;
• CIPS level 3 certification will be a distinctive advantage.

Languages:

• Fluency in English and Ukrainian is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

DEADLINE FOR APPLICATIONS 28 March, 2025.

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/24954?keyword=24954&mode=location

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.