Procurement Associate (Mukachevo, Lviv, Odesa)

Contract

This is a UNV National Expert contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Expert contracts.

The United Nations Recovery and Peacebuilding Programme (UN RPP) has addressed priority needs in the east of Ukraine arising since the outbreak of the armed conflict in spring 2014. The Programme supports the economic recovery of war-torn communities, further accelerating the decentralization and health-care reforms in these regions and strengthening community security and social cohesion in target communities. After the large-scale Russian invasion began on 24 February 2022, the Programme expanded its activities to the most war-affected oblasts of Ukraine, located primarily in the east and south of Ukraine.

I. Supports administration and implementation of the operational strategies focusing on achievement of the following results: • Organization of the procurement processes including preparation and conduct of RFQs, ITBs or RFPs, review related to Micro Purchase Canvass procedure documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Support the procurement process to ensure that it is fair, competitive, transparent, ethical and provides best value for money as well as the procurement action is in accordance with UNDP rules and regulations, procedures and instructions. • Service as a secretary of the tender procurement processes of the project including the following: prepare all procurement documents, distribute and present relevant documentation to the members of the committee; coordinate procurement evaluation committee meetings; prepare procurement evaluation committee reports as well as maintain records of all documentation and reports. • Performance of other duties as required by UNDP management.

II. Organizes procurement processes for RPP project focusing on achievement of the following results: • Maintenance of global procurement platform Quantum and other corporate procurement systems from RPP’s side. • Preparation of submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows. • Implementation proactive contract management, timely follow-up on the purchase orders fulfilment, communicate with suppliers and resolve issues which may arise along the supply process. • Contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement. • Maintenance and improve the contract management system to ensure that accountability to donors and internal stakeholders is met. • Prepare Purchase orders (POs) and contracts, performance management of procurement contracts. Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problems. • Liaise as necessary with the stakeholders of procurement processes which may include but not be limited to, international and national suppliers, service providers, external bodies and end users as needed along the procurement and supply process. • Work in a close liaison with the responsible person or be responsible for ensuring timely verification and receipt of shipping documents, goods receipt, clearance, facilitating quality control and distribution. • Prepare and present reports on the project procurement. • Monitor the transportation of products purchased under the project. • Review logistics documentation ensuring that all necessary documents are properly prepared. • Ensure timely distribution of shipping documents and related documents to local service providers. • Ensure timely delivery and proper transfer of products to the recipients. • Maintain adequate filing and documentary evidence of all procurement and contract management processes as required by UNDP policies and procedures. • Ensure that all project’s needs are met through the timely provision of appropriate supplies and other logistical support to all areas of operation.

III. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results: • Implementation of sourcing strategy. • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

IV. Supports facilitation of knowledge building and knowledge sharing focusing on achievement of the following results: • Provide trainings on procurement-related processes to the project staff, if needed. • Assist in problem-solving, bottlenecks prevention, risk analysis of the procurement processes within the Project.

Achieve Results: Scale up solutions and simplifies processes, balances speed and accuracy in doing work​.

Think Innovatively: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking​.

Learn Continuously: Go outside comfort zone, learn from others and support their learning​.

Adapt with Agility: Adapt processes/approaches to new situations, involve others in change process​.

Act with Determination Able to persevere and deal with multiple sources of pressure simultaneously​.

Engage and Partner: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships​.

Enable Diversity and Inclusion: Facilitate conversations to bridge differences, considers in decision making. ​

Procurement management / Contract management / Data management and analytics / Customer Satisfaction/Client Management

Usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems is required. • Knowledge of public procurement principles would be desirable. • Procurement Certification CIPS I or higher is an asset.

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves.

This is a full-time onsite assignment.

Entitlements of National UN Volunteer Expert:

The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Volunteer Living Allowance (VLA):  1659 USD monthly payment, equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differential for the period while the ICSc applies hardship classification to duty stations in Ukraine as “E”.

• USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.