In January 2023 UNDP in Tajikistan launched the 3rd phase of ‘“The Project for Promoting Effective Border Management Applying a Human Security Approach for Communities of Border Area with Afghanistan” to support the Government of Tajikistan to maintain an ‘open but secure’ approach to the Tajik-Afghan border that defends and extends the human security of border communities.

Continuing the capacity development of border agencies achieved under previous UNDP Border Management initiatives, the new project seeks to inform policy making, strengthen coordination, and build capacities of State agencies for border security, facilitation of economic exchange in border areas while strengthening security, building, and/or expanding digital border, customs, and trade facilitation systems.

The project will continue to improve border management of the Tajik-Afghan border to ensure that it is open but secure, flexible and prepared for all potential scenarios, including facilitation of humanitarian assistance, emergency refugee response, and maintenance of public health, while able to deliver on its positive potential to promote food security and improved economic livelihoods for the local communities that live on both sides.

The project is funded by the Government of Japan through Japanese Agency for International Cooperation (JICA) and is implemented in close collaboration with the Ministry of Foreign Affairs, the Tajik Border Force, the Ministry of Economic Development and Trade, Customs Service and Drug Control Agency.  It also ensures close synergies with the Japan funded Livelihoods Improvement in Tajik-Afghan Cross-Border Areas (LITACA) project of UNDP.

The project is implemented along the Tajik-Afghan border. Main challenges of the project implementation environment are related to security in bordering regions, climate and remoteness.

•               Preparation and update of the annual procurement plan.

•               Conducting market research upon need.

•                             Organization of procurement processes including preparation of RFQs, ITBs, ITPs, RFPs, and micro-purchase documents, receipt of quotations, bids or proposals, their preliminary evaluation and acting as secretary for evaluation panels.

•               Provision of inputs for supplier selection and evaluation criteria, quality and performance measurement mechanisms.

•               Preparation of tender evaluation reports.

•               Supporting the Procurement Unit of the UNDP Country Office to prepare the documents to submit cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

•               Buyer profile in Quantum and use of e-tendering/e-procurement modules.

•               Preparation of contracts, vendors and purchase orders (POs).

•               Timely corrective actions on POs with budget check errors and other problems.

•               Monitoring of project procurement contracts including output based individual contracts.

•               Maintenance of the hard copy and electronic filing system in the procurement unit. Proper control of the supporting documents and maintain centralized filing system for procurement documents including tenders, reports, bid securities, contracts and purchase orders.

•               Handling of local shopping / micro-canvas processes.

•               Ensures proper control of project assets, participation to physical verification if appointed and transfer of assets to the beneficiaries/grantees.

•               Perform other duties as required by the Supervisor.

2. Supports implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Provision of inputs to the office procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and office management.
• Other duties as required.

3. Supports knowledge building and knowledge sharing in the office focusing on achievement of the following results:

• Participation in the training’s for the operations/ projects staff on procurement.
• Sound contributions to knowledge networks and communities of practice on procurement
• Participation in the office committees.

4.      Institutional Arrangement

The Procurement Assistant will report to the Project Manager and provides support in all administrative and procurement processes in the project implementation to accelerate its delivery and ensure the processes align with UNDP’s rules, regulations and practices. The Procurement Assistant will have a matrix reporting line to the head of the Procurement Unit of UNDP Country Office (CO) as well and will work closely with the CO’s Procurement Unit team members.

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

Procurement: 

• Data analysis- Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
• Data management- Knowledge of processing, storing, and validating procurement data.
• Procurement management- The ability to develop detailed procurement plans and to acquire goods, services or works from external sources.
• Sourcing- Ability to find, evaluate and engage suppliers of goods and services.

Ethics:

• Financial Disclosure and Conflict of Interest- Analyse and eliminate or mitigate potential and actual conflict of interest disclosed in the annual financial disclosure programme.