Procurement Associate, Npsa-6, Ds Kyiv (National Position)

Background

Northern Ukraine has approximately 3 million ha of wet peat soils, many of which have been drained for agriculture; approximately 1 million ha remain in a natural state. This landscape is a mosaic of steppe forests, wetlands, and river valleys, which sustain rich but threatened ecosystems. Livelihoods are agriculture-based, with livestock farming a key part of the economy. Although the drained peatlands briefly provided rich agriculture lands, over a short time the drained peatlands have become degraded, as mineralization and peat fires take a continuous toll, while emitting GHGs. The water table across the region continues to subside, which causes forest die-offs. Peat fires also have a significant negative impact on human health and local economies. Land use is not optimized, so agriculture continues to encroach on high value ecosystems. However, increased grazing and hay cutting could be beneficial in some abandoned lands in order to maintain biodiverse open peat meadows that are being overgrown by woody vegetation. Underlying drivers of this situation are limited local and national capacity and coordination in land use planning, limited technical knowledge for agriculture on wet peatlands (paludiculture), limited capital access and investment in sustainable agriculture, limited and deteriorating water management infrastructure, and livestock value chains that currently do not sufficiently incentivize sustainable livestock production in peatlands. 

The project will catalyze a transition across the landscape to sustainable livestock farming in peatlands, while restoring key areas for maintenance of ecosystem services to support both vibrant livestock agriculture and biodiversity. This will be achieved through i) implementation of Integrated Land Use Plans (ILUPs); ii) promotion of sustainable livestock production practices and value chains, including a multi-stakeholder sustainable livestock platform; iii) conservation and restoration of natural habitats; and iv) coordination, learning, information dissemination, and knowledge management. Planned project results include more than 9,000 direct beneficiaries; improved status of biodiversity including 18 globally significant species; 150,000 ha under improved agriculture; 40,000 ha of land restored; 240,000 ha of high value peatlands and steppe forest ecosystems conserved; and increased knowledge and understanding of sustainable livestock practices in wet peat soils. 

Under close supervision of Project Manager and technical support from CO Procurement team, the Procurement Associate will perform all tasks necessary to procure goods, services, individual consultants, and construction services in accordance with Government of Ukraine and UNDP procedures and requirements. This may include tasks such as reviewing TORs and RFPs for completeness and correctness, posting RFPs, seeking bids on goods and services, and processing applications.
Duties and Responsibilities

• Conduct market research, prepare the solicitation documents and evaluation (administrative check, qualification of bidders, technical evaluation of the items proposed, value for money analysis) of the Project’s budget programmes;
• In close cooperation and under direct guidance from CO Procurement team, organize procurement processes including preparation and conduct 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. 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;
• Conduct selection and evaluation of suppliers, maintain the rosters of suppliers;
• Prepare submissions to Contract, Asset and Procurement Committees, facilitate supportive information and document flows;
• Verify Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring;
• Assist Project management in preparation/revision of Project Implementation Plan and Project Procurement Plan;
• Serve as a secretary of the tender procurement processes of the project including: 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; prepare documentation for submission to Contract Review Committees;
• Implement proactive contract management, timely follow-up on the purchase orders fulfilment, communicate with suppliers and resolve issues which may arise along the supply process;
• Conduct contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement;
• Work in a close liaison with the Project Logistics Team to ensure timely verification and receipt of shipping documents, goods receipt, clearance, facilitating quality control and distribution;
• 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;
• Prepare purchase orders (POs) and contracts. Implement the internal control system which ensures that POs are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problem;
• Prepare and present reports on procurement;
• Timely and regularly prepare/ update Project Procurement Plan based on the Project Work Plan and in accordance with the project activities;
• Support project management in preparation/revision of Project Implementation Plan;
• Organize the trainings on procurement related processes to the project staff if needed;
• Perform other duties as required by UNDP project management.

Competencies

Education:

• Secondary Education OR Bachelor’s degree in the field of Supply Chain, Logistics, Management, Economics, Accounting and Audit, Business or Public Administration, Social Sciences, Law or other relevant field would be desirable but it is not a requirement.

Experience:

• 6  years of relevant work experience (with Secondary education) in procurement and supply chain management, logistics  or at least 3 years of such relevant experience with Bachelor’s degree. 
• Experience in the usage of computers and office software packages, particularly Excel.
• Extensive experience of cooperation with international, governmental and non-governmental organizations would be considered as an asset.
• Previous experience with UNDP or UN project and strong familiarity with the UN or UNDP procurement systems, rules and procedures is an asset.
• Experience in quality assurance procedures for goods/ services related to agricultural field (particularly livestock) is an asset. 
   

Required skills:

• Excellent analytical skills.
• Advanced knowledge of spreadsheet and database packages is an asset.
• Procurement Certification is an asset.
  Required languages:
• Fluency in English and Ukrainian is required.

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