Procurement Specialist

Contract

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

Description of task

1. Within the delegated authority and under the supervision of Procurement Associate or his/her designated mandated representative(s), the UNV Procurement Specialist will provide professional procurement support to UNDP development projects, the Country Office and UN agencies (requesting units). The Procurement Specialist will be assigned to support projects and the Country Office or Agency requests and be responsible for undertaking day-to-day activities on handling those requests, including effective communication with the requesting units whenever required and also reporting to the relevant project managers. The detailed responsibilities are presented below:

   - Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies; - Provision of inputs to the Country Office procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management;

   - Prepare procurement plan(s) for the projects and ensure systematic monitoring and update of procurement plan(-s) in line with UNDP rules and regulations; - Facilitate submission of the project procurement plans in the procurement planning platform PROMPT;

   - Ensure implementation of a sourcing strategy for each tendering process through market research and cost estimation; - Facilitate the process of drafting the terms of references (TORs) for the requesting unit; - Organize the procurement processes including preparation and conduction of 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;

2. - Submit procurement cases for review of the relevant Procurement Committee; - Prepare contracts based on results of procurement processes; - Create and dispatch Purchase Orders (POs) based on the signed contract and approved e- requisition. Take timely corrective actions on POs with budget check errors and other problems; - Ensure sound and regular contract management; if required initiate a request for any changes to the contract; - Support the requesting unit with contract monitoring and performance evaluation of suppliers; - Timelyprovidesupdateonastatusofon-goingprocurementcasestotherelevantprojectmanagers; - Timely record all services provided on a cost-recovery base in the country office software database, if required; - Maintain the on-line and paper-based procurement archives and database in a proper way; - Conduct trainings for country office staff and project personnel on a regular base; - Support with collection and presentation of researched information on procurement in the Country Office. Collection of analytical data, drafting reports, preparation of presentations, infographics, if required - Support with organization of joint procurement processes for the UN Agencies in line with the UN reform; - Supportwithdevelopmentandupdateoftherostersofsuppliers,implementationofsupplierselection and evaluation. - Providing assistance to the Procurement Associate, Operations Unit in keeping close contacts with the Executive Partners and other organizations by means of direct contacts, collection of information, incoming and outgoing correspondence, preparation of draft letters and organization of meetings; - Interaction and communication with internal/external audit, if required (provision of requested documents, clarifications and other); - Perform other duties as may be required and as per established back-up mechanism within the unit; - Any other related tasks as may be required or assigned by the supervisor.

Educational additional comments

Bachelor’s degree in a relevant area, e.g. preferably in supply chain management, business administration, financial management and economics. Specialized certification in procurement is a strong asset;

Experience remark

At least 6 years of professional work experience at the national and/or international level in procurement and administrative or financial support at the national or international level, or other relevant programmes; experience with procurement is an asset, as is experience working in the UN or other international development organization;

Experience in handling web-based management systems;

Experience in work plans (projects) design, initiation, implementation would be considered as an asset;

Demonstrated proficiency in use of office equipment and MS Office Package, including spreadsheets and power point presentations, experience in financial management systems (Atlas knowledge is an asset);

Practical experience in international organizations /projects/ programs will be considered as an advantage;

Excellent oral and written skills; excellent drafting, formulation, reporting skills;

Accuracy and professionalism in document production and editing;

Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;

Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;

Language skills

• English(Mandatory), Level - Fluent
• Russian(Mandatory), Level - Fluent

Area of expertise details

Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;

Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

Sound security awareness;

Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System.

Competencies and values: Core Values:

• Demonstrates integrity by modeling the UN’s values and ethical standards

• Promotes the vision, mission, and strategic goals of UNDP

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability • Treats all people fairly without favoritism.

Core competencies:

• Leadership

Communication and Relationship management

Innovation

People management • Delivery

Functional competencies:

• Demonstrates ability to develop clear goals that are consistent with agreed strategies

• Demonstrates ability to identify priority activities and tasks and allocate appropriate time and

resources for effective and efficient work completion

• Ability to monitor progress against milestones and deadlines

• Ability to handle effectively multiple tasks without compromising quality, team spirit and positive

working relationships

• Ability to foresee risks and develop mitigation strategies

• Ability to respond positively to critical feedback and different points of view • Proven networking, teambuilding, organizational and communication skills

Operational effectiveness, planning, organizing and multi-tasking:

Ability to handle a large volume of work possibly under time constraints

Ability to operate and maintain a variety of computerized business machines and office

equipment to provide efficient delivery of service

Ability to organize and complete multiple tasks by establishing priorities

Plans, coordinates and organizes workload while remaining aware of changing priorities and

competing deadlines

Demonstrates ability to quickly shift from one task to another to meet multiple support needs

Establishes, builds and maintains effective working relationships with staff and clients to

facilitate the provision of support.

Competencies values

Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Working in Teams

Application procedure

• Not yet registered in the UNV Talent Pool? Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply. * Already registered in the UNV Talent Pool? Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply. This is a national UN Volunteer assignment, therefore only nationals of Kazakhistan and legal residents in Kazakhistan with the status of refugee or with the status of being stateless are eligible to apply. Application deadline: 09-08-2020