Procurement Associate, NPSA-7, DS Kyiv (Nationals only)

Background

The Digital, Inclusive, Accessible: Support to Digitalization of Public Services in Ukraine (DIA Support) Phase 2 Project is built on achievements and lessons learnt from the previous phase (2021-2023), and aims to continue to support the ongoing digitalization process in Ukraine with the view of strengthening the Government’s capacities to deliver high quality and accessible digital services to vulnerable groups in Ukraine while using digital technologies and solutions to address other complex challenges posed by the war, including ensuring transparency and accountability of the recovery process, critically important for Ukraine’s EU Integration.
The Project comprises of three outputs (components): 

Output 1. Government institutions have strengthened capacity to design and implement inclusive digital transformation policy at national and local level.

Output 2. The Government has a digital infrastructure which ensure efficient and effective processes for the civil service and delivery of technically modernized digital public services for vulnerable and war-affected groups.

Output 3. Ukrainian women and men have increased their digital skills to fully benefit from digitalization.

In this context, UNDP is recruiting the Procurement Associate who will work under the guidance and direct supervision of the Project Operations Officer and in close collaboration with the Procurement Analyst and UNDP Country Office (CO) team. The Procurement Associate will perform all tasks necessary to procure goods, services and individual consultants in accordance with UNDP rules and regulations. 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 for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.
 

Under the direct supervision of the Project Operations Officer and in close cooperation with other Project staff members, 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.

Duties and Responsibilities

Ensures Implementation of operational strategies focusing on achievements of the following results:

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

Supports procurement processes for the project focusing on achievements of the following results:

• Contribution to preparation of the Procurement Plan based on the Annual Work Plans and its timely and regularly updating according to the project  activities;
• Maintenance of the corporate procurement systems;
• Support the update of existing procurement tracking tools;
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, hiring individual consultants, 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;
• Preparation of submissions to Contract, Asset and Procurement Committees and Advisory Committee on Procurement (ACP), facilitate supportive information and document flows;
• Verification, review and providing 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 PU CO review;
• Serving as a secretary of the tender procurement processes of the project procurement activities including: preparation of all procurement documents, distribution and presentation of relevant documentation to the members of the committee; coordination of procurement evaluation committee meetings; preparation of procurement evaluation committee reports as well as maintenance of records of all documentation and reports;
• Conduction of tenders in Quantum and their further processing through UNall (service management platform).
• Implementation of proactive contract management, timely follow-up on the purchase orders fulfilment, communication with suppliers and resolving issues which may arise along the supply process;
• 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;
• Preparation of Purchase orders (POs) and contracts in the corporate management system Quantum (ERP platform), performance management of procurement contracts. Implementation of the internal control system which ensures that Purchase orders are duly prepared and approved. Ensuring timely corrective actions on POs with budget check errors and other problems. Buyer profile in Quantum;
• Support the project management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Preparation of documentation 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;
• Maintenance of the adequate filing and documentary evidence of all procurement and contract management processes as required by UNDP policies and procedures;
• Ensuring 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;
• Perform other duties as required by UNDP management.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers/consultants, implementation of supplier selection and evaluation and launching procurement process based on the sourcing strategies;
• Use and implementation of e-procurement and other online modules being used and tested by CO Procurement unit.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievements of the following results:

• Providing trainings on procurement-related processes to the project staff, if needed, 
• Participating in the procurement related trainings organized by CO Procurement unit or UN HQ.

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

Competencies

Cross-Functional & Technical competencies
 

Required Skills and Experience
Education:

• Secondary Education is required. A university degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering or related field 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, at the national or international level, in procurement/supply chain, logistics or related areas.
•  Prior experience of working at UN Agency, international organizations, or projects in the field of procurement will be considered an advantage.
• Training and/or certification in procurement and supply chain management is a strong asset.
• Familiarity and experience with ERP systems would be an asset.
• Working experience with UN procurement procedures will be considered an advantage.
   

Required skills: 

• Proficiency in the usage of computers and office software packages (MS Word, Excel).
• Knowledge of automated procurement systems.
• Advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
• Fluency in English, the UN language of the duty station, is required.
• Fluency in the national language of the duty station is required for local staff.

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