Background
As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals (SDGs).
UNDP in Moldova is guided by the Country Programme Document, and the UN-Moldova Development Assistance Framework, which are in line with the priorities of the Government. Our work is concentrated in three focus areas: effective governance, justice and human rights; inclusive growth; climate change, environment and energy.
UNDPโs mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life.
The vision for the UNDP country programme is for Moldova to become a more cohesive, inclusive, just and resilient society, supported by a better quality of life for everyone.
Under the guidance and direct supervision of the Procurement Analyst/Head of Procurement Unit, the Procurement Associate provides overall management of administrative and logistics services, procurement and administers and executes processes and transactions ensuring their effectiveness, transparency and integrity. 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 project teams in the CO and UNDP HQs staff for resolving complex administrative and logistics related issues and information delivery.
Duties and Responsibilities
The specific duties and responsibilities of the Administrative and Logistics Associate during the assignment will include, but not be limited to, the following:
Ensures implementation of 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, proper functioning of a client-oriented procurement management system; CO administrative and logistics business processes mapping and support to elaboration of the content of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and office management; Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with the direct supervisor and office management; Preparation of results-oriented workplans.Organizes administrative and logistics processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:
Organize of workshops, conferences, retreats and meetings including transportation services, booking of conference room, compiling of documents, arranging of equipment, among other similar administrative activities. Formulate budget for the related events; Select, and negotiate with vendors, maintain quality and economy; Maintenance of data integrity, analysis of results and initiation of corrective action when necessary; Proper control of supporting documents of funds and activities. Provision of the information for the audit; Receive and vet invoices from the suppliers and initiate payment requests. Ensure that substantial support is provided to the project workshops and trainings and other related events; Organization of trainings, synthesis of lessons learned/best practices and sound contributions to UNDP knowledge networks and communities of practice; Make hotel reservations for visiting officials. Arrange for airport pick-up of high-level officials and provide support including immigration procedures, as necessary; Conduct travel agencies, hotel and conference facilities surveys in a timely manner;ย Draft, manage, and maintain records of supply chain and procurement-related correspondence.Provides support to 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 ICs, 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;ย Review of procurement processes conducted by projects. Preparation and clearance of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); Support to suppliers with registration to UNDP ERP (Quantum), bid submission and maintenance; Supplier information update in UNDP ERP (Quantum); Preparation of Purchase orders and contracts in ERP system, preparation of Recurring Purchase orders for contracting of services, vendorsโ creation in Quantum. Buyers profile in Quantum; 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; Monitoring supplierโs performance with respect to the quality and timely delivery of goods and services; Maintenance of cost-recovery data for the procurement services provided by UNDP to other Agencies; Implementation of joint procurement processes for the UN Agencies and RC Office.Provides support to proper supply and assets management, focusing on achievement of the following results:
Support to UNDP Assets Focal Point by ensuring safekeeping of assets, preparing bi - annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common premises equipment and supplies, reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying discrepancies for corrective action. Support to timely preparation and submission of periodic inventory reports; Arrange for CO equipment maintenance and insurance as required; Coordination of the provision of reliable and quality office supplies; Coordination with suppliers and stakeholders on importation, tax-exemption, inspection, warehouse testing, and deliveries of equipment; Physically clear and ensure delivery of equipment and supplies procured; Coordination of the provision of reliable and quality office supplies; Conduct vehicle maintenance surveys in a timely manner; Support in CO vehicle management and maintenance.Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
Compiles and analyses historical data for forecasting of goods and services; Support to analysis of internal and external data requests relating to specific products;ย Identifies areas for analysis and opportunities to support procurement projects and complete reporting requirements (with partners and other bureaus); Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement and mechanisms; Effective implementation of e-procurement and case management tools; Mainstreaming UN values into procurement processes (human rights, gender equality, diversity, greening, etc.); Implementation of sustainable procurement in the CO, including the โgreen procurementโ.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Ensure systematic knowledge sharing on area of work with clients by assisting in the organization of training workshops and in the development of knowledge tools; Synthesis of lessons learnt and best practices in area of work; Sound contributions 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
The Procurement Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Procurement Analyst/Head of Procurement Unit.Competencies
Core Competencies
Achieve Results:ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively:ย ย ย ย ย ย ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.ย Learn Continuously:ย ย ย ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility:ย ย ย ย ย ย ย ย ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.ย Act with Determination: ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Engage and Partner:ย ย ย ย ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. Enable Diversity and Inclusion:ย ย ย ย ย ย ย ย ย ย ย ย ย ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.ยCross-Functional & Technical Competencies
Customer Satisfaction / Client Management:ย ย ย 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 customersโ needs. Provide input to the development of customer service strategy. Look for ways to add value beyond clientsโ immediate requests. Ability to anticipate clientโs upcoming needs and concerns UN policy knowledge - ethics:ย ย Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity Procurement Management:ย ย ย ย The ability to acquire goods, services or works from an outside external source. Sourcing:ย ย ย ย ย ย ย ย ย ย Ability to find, evaluate and engage suppliers of goods and services Operations Management:ย ย ย ย ย ย ย ย Ability to effectively plan, organize and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organizations assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms. Working with Evidence and Data:ย ย ย ย ย ย Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archivingRequired Skills and Experience
Education:
Completion of Secondary Education is required. Bachelorโs degree in Business Administration, Accounting, Supply Chain/Logistics Management, Social Sciences, or related field preferably with specialization in Procurement, Finance, Operations Management, will be given due consideration but it is not a requirement.ย CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below level 3 at the time of application will have a proportionate advantage.ยExperience:
Minimum of seven (7) years with secondary education OR; Minimum of four (4) years with bachelorโs degree of progressively responsible in administrative, financial, logistics, procurement, operations support, or project experience at the national or international level is required.ยRequired Skills:
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems; Demonstrated capacity in project/business management, mainly on contract management and logistical support; Demonstrated coordination skills with the national government agencies, local government units and stakeholders; Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems.Desired Skills:
Knowledge and experience in UNDPโs ERP (Quantum); Relevant supply chain and/or procurement experience/knowledge related to one or more of the UNDP Practice areas (such as Democratic Governance/Elections, Crisis prevention and recovery, Energy and Environment); Experience and Knowledge of UN/UNDP/international organizationโs procurement policies and procedures; Supply chain and/or procurement experience within the UN system practices; Demonstrated experience of working in a multi-cultural work environment; Demonstrated experience to communicate well and interact with key partners in project implementation and delivery.Required Languages:
Fluency in English and Romanian is required. Knowledge of one or more minority languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Russian, Ukrainian and sign language, will be an asset.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.ย
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.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
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