Background
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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. Project Description
The fifth phase of EU Confidence Building Measures Programme, funded by the European Union and implemented by UNDP has the overall objective to contribute to the facilitation of the settlement of the Transnistrian conflict by supporting the increase of confidence between Chisinau and Tiraspol through joint initiatives involving local authorities, civil society organizations and other stakeholders from both sides of the river. The specific objectives are:
To contribute to economic and social development by ensuring a more equal access to the opportunities provided by the AA and its DCFTA and integration between the two banks of the Nistru River. To tackle the growing disparity between the Transnistrian Region and the rest of the country by supporting local development and CSOs. To continue supporting the sectoral rapprochement in pilot sectors (i.e. Culture and others) and to progressively include Transnistria in Moldovan-wide development initiatives in order to facilitate the future reintegration while limiting the development gap between both banks. To support the activities of media on both banks of Nistru river through common media production.The programme will represent a framework for engaging in development interventions across the security zone on both sides of the Nistru/Dniestr River, in line with agreements reached in the 5+2 negotiation process. As such, it is comprised of a series of activities that will strengthen, regularize and intensify interaction between otherwise divided societies, aiming to establish this interaction as a norm. It looks to deal strategically with barriers to cooperation experienced by all development cooperation actors working in Transnistria by building the trust towards such actions and broadening opportunities for engagement for a wide range of actors. Special focus will be given to balancing the actual support of the programme to communities on both banks of the Nistru/Dniestr River.
The Procurement Associate will work under the guidance and direct supervision of the Programme Manager in order to ensure smooth running of the programme. The incumbent contributes to an effective and efficient implementation of confidence building projects (Community Infrastructure, Business Development and Cultural Heritage Projects) through a range of actions contributing to the design, planning, management and monitoring of project activities. The Procurement Associate applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The Procurement Associate works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent 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.
Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans. In accordance with the Programme Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures. Prepare the procurement plans for the Programme 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. Clear and ensure delivery of equipment and supplies procured for the various programme sites. 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/EU procedures. Prepare the submissions to the Contract, Asset and Procurement Committee (CAP). Draft contracts for goods and services for management approval. Coordinate equipment maintenance and insurance as required. 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. Create and manage e-requisitions in Quantum. Undertake any other tasks requested on an ad hoc basis. Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans. Monitor compliance with both UNDP and Donor standards and ensure quality control of project filing systems and files. Provide advice to the project team on procurement and contractual administration of processes. Undertake other administrative tasks on an ad hoc basis. Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning. Provide regular reports to the Project managers and flag any deviations from the work plans immediately. Provide inputs for elaboration of proposals and implementation of cost saving and reduction strategies in consultation with Programme management.Institutional Arrangement
The Procurement Associate will work under direct supervision of the Programme Manager.
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 and Technical competencies:
Business management-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. Procurement-Data management Knowledge of processing, storing, and validating procurement data. Procurement -Contract management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. Procurement -Data analysis Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making. Procurement - Procure-to-Pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations. Procurement-Category management Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency. Administration & Operations-Assets management Knowledge of policy & procedures on PP&E, ability to prepare financial statements on PP&E, maintain asset management module in Quantum and Asset Dashboard, develop supporting tools for assets certification and further enhancements for AM module, design and run training programs, etc. on asset management and asset recording, run AP-AM interface, perform AP-AM-GL reconciliation, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.Languages:
Fluency in English and Romanian is required. Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.Required skills:
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems. Demonstrates commitment to UNDP’s mission, vision and values. Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must. Adheres to the core values of the United Nations in particular, being respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.Desired skills:
Previous working experience in the implementation of international projects, preferably involving large scale procurement processes, or work for a donor organization, consulting company or NGO will be an asset. Specialized training in procurement will be an asset.The following documents shall be required from the applicants:
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. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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