Procurement Associate - UNDP Moldova Country Office, Chisinau, Moldova

Organization: UNDP - United Nations Development Programme

Country: Moldova

City: Chisinau, Moldova

Office: UNDP Moldova

Grade: G-6

Closing date: Thursday, 19 November 2020

Job ID: 33526

Practice Area - Job Family: Management - PROCUREMENT

Vacancy End Date: (Midnight New York, USA) 19/11/2020

Duty Station: Chisinau, Moldova, Republic of

Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience

Languages: English, Romanian

Bulgarian, Gagauz, Romany, Russian, Ukrainian

Grade: G6

Vacancy Type: FTA Local

Posting Type: External

Bureau: Europe & the CIS

Contract Duration: 1 Year with possibility for extension

Open to Nationals of Republic of Moldova

Background

Under the guidance and supervision of the Operations Manager and the direct supervisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and projects‘ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Implementation of operational strategies

Organization of procurement processes

Implementation of sourcing strategy

Control of CO Assets

Provision of logistical services

Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

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

CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

Support in preparation of procurement plans for the office 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 Atlas, preparation of Recurring Purchase orders for contracting of services with Buyers profile in Atlas.

Preparation and clearance 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.

Presentation of reports on procurement in the CO.

Preparation of invoices and information for cost-recovery bills for the procurement services provided by UNDP to other Agencies.

Implementation of joint procurement processes for the UN Agencies and RC Office.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports.

Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:

Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.

Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on Procurement.

Synthesis of lessons learnt and best practices in Procurement.

Sound contributions to knowledge networks and communities of practice.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Interprets policies and guidance within context and applies with judgment

Anticipates obstacles and applies practical solutions

Continually seeks improvement and agility in service delivery

Collaborates to improve methods and delivery

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Actively engages teams and encourages dialogue within and across teams

Determines appropriate resources, methods, partners, information and solution

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Seeks and values other’s initiatives and expertise

Tags communities of practice conference facilities information exchange information technology knowledge sharing logistics office management organizational change procurement project implementation public administration refugees republic of moldova trainings ukrainian

Supervises teams with consistent direction and drives team engagement

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work

Speaks on behalf of team with professionalism and integrity consistent with UN values

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Demonstrates commitment to clients and quality

Works to agreed goals dealing with challenges constructively

Responsible for project implementation and/or team deliverables

Ability to exercise sound judgement in delivering services and supervising teams

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

Job Knowledge/Technical Expertise

Understands the main processes and methods of work regarding to the position

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

Identifies new and better approaches to work processes and incorporates same in own work

Strives to keep job knowledge up-to-date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things

Documents innovative strategies and new approaches

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Building Strategic Partnerships

Analyzes general information and selects materials in support of partnership building initiatives

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Organizational Change and Development

Documents ‚best practices‘ in organizational change and development within and outside the UN system

Demonstrates ability to identify problems and proposes solutions

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Design and Implementation of Management Systems

Uses information/databases/other management systems

Provides inputs to the development of simple system components

Makes recommendations related to work procedures and implementation of management systems

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Reports to internal and external clients in a timely and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and deadlines

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Responds to client needs promptly

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Accountability and Results-Based Management

Gathers and disseminates information on best practice in accountability and results-based management systems

Prepares timely inputs to reports

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:

Secondary Education with specialized training in procurement.

University Degree in Business or Public Administration would be an advantage.

UNDP Procurement Certification programme would be an advantage, but not a requirement.

Experience:

Secondary Education with 6 years of progressively responsible administrative experience is required at the national or international level, including experience in public procurement

OR

University Degree with 3 years of progressively responsible administrative experience is required at the national or international level, including experience in public procurement.

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

Language Requirements:

Fluency in Romanian and English.

Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

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.

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