Procurement Associate, Chisinau, Moldova At UNDP – United Nations Development Programme


Closing date: Saturday, 11 March 2023

Job Identification : 8537

Locations : Chisinau, Moldova

Posting Date : 03/03/2023, 06:08 AM

Apply Before : 03/11/2023, 04:59 AM

Degree Level : Secondary School Leaving Certificate

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Inclusive Growth

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages : English and Romanian

Desired Languages : Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Category : Administration/Operations/Support

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The EU4Moldova: focal regions Programme is based on the European Commission Implementing Decision on the Annual Action Programme 2018 in favour of the Republic of Moldova and is funded by the European Union and implemented by the United Nations Development Programme.

The overall objective of the five-year programme is to strengthen the economic, territorial and social cohesion in the Republic of Moldova through facilitating inclusive, sustainable and integrated local socio-economic growth and improving the standards of living of the citizens in the pilot micro- regions.

To this end, this programme will address the urban-rural divide and regional disparities, stimulate economic growth and job creation, refurbish and upgrade some social and technical infrastructure in selected pilot micro-regions (smaller towns and villages) while taking into account a gender perspective in the activities of the programme.

Specific objectives:

  •  To strengthen transparency, accountability of local public authorities and citizen participation in local governance processes in the pilot micro-regions,
  •  To improve citizens’ access to quality public services and utilities in the pilot micro-regions,
  •  To create employment opportunities for men and women in the pilot micro-regions and improve the attractiveness of the pilot regions for investors and entrepreneurs,
  •  To promote the smart specialization of the economy of the pilot micro regions through the development of the clustering and value chain approach in key economic sectors.

The programme objectives will be achieved through measures targeted at: (i) capacity building to support the implementation and monitoring of local economic development plans; (ii) civil society engagement in local planning, governance processes and basic social service delivery; (iii) provision of investment funding in support of the creation and/or development of social and technical infrastructure which, combined with the outcomes from interventions (i) and (ii) above, will have an immediate, visible and tangible impact on employment creation, the standard of living of the population in the pilot micro-regions.

Duties and Responsibilities

The Procurement Associate is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Administrative management:

  •  Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  •  Monitor compliance with UNDP standards and ensure quality control of project filing systems and files;
  •  Provide advice to the team on procurement and contractual administration of processes.
  •  Undertake other administrative tasks on an ad hoc basis.

Procurement:

  •  Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  •  In accordance with the Project Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
  •  Prepare the procurement plans for the project and monitor their implementation;
  •  Organize procurement processes, including preparation and conduct of RFQs, ITBs or RFPs, development of bidding documents, receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts, in full compliance with UNDP rules and regulations;
  •  Organize procurement processes with respect to individual consultancy services (ICs, RLAs), coordinate receipt of applications and financial proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  •  Promote and monitor the transparency of the procurement and contractual processes, and the use of international best practices; ensure that contractual processes follow the stipulated UNDP procedures; Prepare the submissions on the procurement processes to the Contract, Asset and Procurement Committee (CAP);
  •  Draft contracts for goods and services for management approval;
  •  Effective contracts management -draw up and maintain evidence and monitoring of awards and contracts with project implementing partners, consulting organizations, contractors, etc.;
  •  Maintain records on national consultants, services providers and their respective status (contracts, ToRs, etc.) in accordance with corporate policies and procedures;
  •  Monitor supplier’s performance with respect to the quality and timely delivery of goods and services;
  •  Undertake any other tasks requested on an ad hoc basis.

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 & Technical Competencies

  •  Results-based Management:
    •  Ability to manage projects and projects with a focus at improved performance and demonstrable results
  •  Monitoring:
    •  Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and Programme performance and results
  •  Data management:
    •  Knowledge of processing, storing, and validating procurement data
  •  Contract management:
    •  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
  •  Data analysis:
    •  Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
  •  Procure-to-Pay:
    •  Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
  •  Category management:
    •  Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency

Required Skills and Experience

Education:

  •  Secondary education.
  •  Bachelor’s degree in economics, finance, public administration or other related fields.

Experience:

  •  Minimum 7 years (with Secondary education) or 4 years (with Bachelor’s degree) of relevant work experience, preferably with specialization in procurement, supply chain management or purchasing.

Required Skills:

  •  Demonstrates commitment to UNDP mission, vision, and values.
  •  Exerts strict adherence to corporate rules, regulations and procedures.

Desired Skills:

  •  Specialized training in procurement is desirable.
  •  Experience in similar positions in a UNDP and/or EU-funded project is an advantage.
  •  Experience in development assistance or related work for a donor organization, implementation of international projects, involving large scale procurement processes, consulting company, or NGO is an advantage.

Languages:

  •  Fluency English and Romanian (oral and written).
  •  Knowledge of one or more minority languages relevant for Moldova, including Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.

Institutional Arrangement

Under the guidance and direct supervision of the Programme Manager, the Procurement Associate shall contribute to an effective and efficient implementation of the Programme activities via administrative management and procurement activities.

The Procurement Associate will work in close collaboration with the Programme team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex Programme-related issues and information delivery.

Required Documents

  •  Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  •  A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  •  Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Disclaimer

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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