Background

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. 

In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

The widespread presence of landmines, cluster munitions, and other explosive remnants of war (ERW) in Ukraine pose a considerable and mounting threat. To address the emergency needs in the country, and meet long-term goals for Ukraine, UNDP is scaling-up Mine Action interventions through its a multi-donor funded Mine Action project which enhances the national capacity of Mine Action authorities and emergency service responders, establishes normative frameworks and links Mine Action with sustainable development outcomes.

In this context, UNDP is recruiting the Procurement Officer, who will be responsible for procurement issues. S/he will ensure administration, transparent and efficient provision of procurement services and processes of the Project. The Procurement Officer will work under the direct supervision of the Procurement Specialist and in close coordination with the Procurement Analyst and with all Project team, UNDP Country Office (CO) team and UNDP HQs staff for resolving complex procurement-related issues and information exchange, provision of high-quality procurement services, promoting client-oriented approach and compliance to UNDP rules and regulations.

The Procurement Officer is responsible for effective delivery of procurement services, consistent with UNDP rules and regulations, to support implementation of the project and programmatic goals. 

The incumbent will promote UNDP's mandate as a gender-responsive organization with zero tolerance to discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse. 

Duties and Responsibilities

Ensures effective implementation of operational strategies of the project through: Promotion of full compliance of the project procurement activities with UN/UNDP rules, regulations, policies and strategies, to ensure delivery and impact of the project, proper design and functioning of a client-oriented procurement management system; Ensuring effective implementation of procurement strategies and effective internal control.

2) Coordinates and supports procurement processes for the project through:

Support in preparation of procurement plans for the project and monitoring of its implementation; Maintenance of the corporate procurement systems; Serving as a responbisle person for update of existing procurement tracking tools; Coordination of all procurement cases of the project; Support of implementation of effective monitoring and control of procurement processes in the project including organization of procurement processes such as 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 including high priority cases management; Preparation of Purchase orders (POs) and contracts in the corporate management system Quantum (ERP platform) for services, goods and works, suppliers’ creation in Quantum. Buyer profile in Quantum; Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); Implementation of the internal control system which ensures that Purchase orders are duly prepared and approved. Timely corrective actions on POs with budget check errors and other problems; Providing inputs to reports on procurement in the CO;  Serving as a secretary of the tender procurement processes of the project procurement activities including: preparation of all procurement documents, distribution and presentation of relevant documentation to the members of the committee; coordination of procurement evaluation committee meetings; preparation of procurement evaluation committee reports as well as maintenance of records of all documentation and reports; Verification, review and providing support with drafting Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and providing procurement related inputs before CO Procurement Unit review; Conduction of tenders in Quantum and their further processing through UNall (service management platform); Playing leading role in analysis and administration of the project procurement cases in the online Procurement Plan to ensure accuracy and completeness of the information represented at Sharepoint; Implementation and maintenance of the new SharePoint online archiving tool of the project procurement activities to record and archive the electronic documents.

3) Ensures implementation of sourcing strategy through:

Conducting market research for the procurement cases of the project; Use, implementation and support in management of e-procurement and other online modules being used and tested by CO Procurement unit. Ensure suppliers’ databases and market research incorporate sex-disaggregated data where possible, and identify potential vendors committed to gender equality and women’s empowerment.

4) Ensures facilitation of knowledge building and knowledge sharing through:

Synthesis of lessons learnt and best practices in Procurement implemented in the project procurement processes; Advise/guidance to programme/project colleagues on application of UNDP procurement policies and procedures for various implementation activities in close cooperation with CO Procurement Unit; Participating in the procurement related trainings organized by CO Procurement unit or UN HQ.

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 Officer works under the direct supervision of the Procurement Specialist and in close cooperation with other Project staff members. S/he will ensure administration, transparent and efficient provision of procurement services and processes for the Project.

Competencies

Core 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 & Technical competencies

Thematic Area Name Definition Procurement Contract management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Procurement management The ability to acquire goods, services or works from an outside external source. Business Direction & Strategy Entrepreneurial Thinking Identify and seize opportunities to service and add value to clients, create clarity around UNDP value proposition to beneficiaries and partners, develop clear service offers responding to client needs in line with UNDP’s organizational priorities and mandate. Business Direction & Strategy Effective Decision Making Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications. Business Direction & Strategy Negotiation and Influence Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations. Business Development Knowledge Generation Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Business Management Risk Management

Identify and organize action around reducing, 

mitigating and proactively managing risks

Required Skills and Experience

Min. Education requirements Advanced university degree (Master's Degree or equivalent) in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering or other related areas is required. A first-line university degree (Bachelor’s Degree) in the areas mentioned above in combination with additional two years of qualifying experience will be given due consideration in lieu of Master’s Degree. CIPS level 3 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.  Min. years of relevant Work experience  Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.  Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level in public sector procurement management. Required skills  Experience in the usage of computers and office software packages (MS Word, Excel, and knowledge of automated procurement systems, experience in handling of web-based management systems. Desired skills in addition to the competencies covered in the Competencies section Experience in working or liaising with a UN Agency or International Organization in the field of procurement. Experience in working with UN procurement systems/procedures. Experience and knowledge of public procurement principles. Required Language(s)  Fluency in English and Ukrainian is required.

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. 

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. 

Right to select multiple candidates

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.

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