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 Procurement 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. CO procurement processes mapping and support to elaboration of the content of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and office management.Provides support to organization of 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. 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 further to completion of events.ย 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.ยProvides 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 Preparation of Purchase orders and contracts with Buyerโs profile in UNDP ERP (Quantum). Review of procurement processes conducted by projects.ย Support to suppliers with registration to UNDP ERP (Quantum), bid submission and maintenance. Supplier information update in UNDP ERP (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:ย
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.ย Arrange for CO equipment maintenance and insurance as required. 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. Support in CO vehicle management and maintenance.Provides support to the 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. 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
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineย
Think Innovatively:ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements ย
Learn Continuously:ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackย
Adapt with Agility:ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible ย
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentย
Engage and Partner:ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsย
Enable Diversity and Inclusion:ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination ย
Cross-Functional and Technical Competencies
Business Management - Customer Satisfaction / Client Management:ย 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 concernsEthics - UN policy knowledge - ethics:ย ย ย ย
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.Procurement - Procurement Management:ย ย ย ย
The ability to acquire goods, services or works from an outside external source.Procurementย -ย Sourcing:ย ย ย ย
Ability to find, evaluate and engage suppliers of goods and services.Business Management - Operations Management:ย ย ย ย
Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisationโs assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.Business Management - Working with Evidence and Data: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.Administration & Operations - Documents and records management:
Overall document (hard or electronic) management; registry and retention policy including storing and archiving.Required Skills and Experience
Education:
Completion of Secondary Education is required. ORย A university degree (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. CIPS level 2 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 at the time of application will have a proportionate advantage.ยExperience:
Minimum of six (6) years (with secondary education) or three (3) 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.Required 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 Language(s):
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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