Project Procurement Specialist (Home-based)

Since the full-scale military aggression by Russian forces in February 2022 (hereafter, the “war”), Ukraine has been facing unprecedented threats to human security

thousands of women, men, and children have lost their lives, all sorts of life-line infrastructures have been destroyed, and millions of people have been forced to leave their homes. There are no prospects for a ceasefire or peace in near future and the negative impacts of the war in Ukraine have been spreading to global peace and security.

To maximise positive results for transformational recovery under the recovery framework of UNDP Ukraine, UNDP Country Office (CO) in Ukraine has been implementing multi-sectoral projects and programmes, focusing on the 6 priority thematic areas for the project outputs, based on the three principles of human security, namely, 1) infrastructure restoration; 2) mine action & victim assistance; 3) debris removal and recycling; 4) Economic revitalization; 5) government Recovery Coordination and 6) access to justice and human rights.

To this end, the Country Office (CO) needs to undertake an increased volume of procurement of equipment within the shortest time possible. With the increased volume of financial resources and procurement activities, UNDP Ukraine seeks an international Project Procurement Specialist to ensure smooth and urgent procurement for the CO project activities under various programmes.

The Project Procurement Specialist will support UNDP Ukraine projects under the Energy Environment Portfolio to manage, implement and oversee key procurement process for immediate crisis response and recovery activities, to ensure compliance with UNDP guidelines on procurement. The Project Procurement Specialist shall work under supervision of the Project Manager-Human Security & Multidimensional Crisis and with operations, programme and projects’ staff in CO in all the procurement activities and for resolving complex procurement-related issues and information exchange.

Under the overall guidance and in close collaboration with Head of Procurement and direct supervision of the Project Manager-Human Security & Multidimensional Crisis, the Project Procurement Specialist will ensure execution of transparent and efficient procurement services and processes under immediate crisis response and recovery projects. The Project Procurement Specialist will promote a client-focused, quality and results- oriented approach.

• Support in streamlining and simplifying procurement business processes under the projects, with the aim of improving process efficiency, whereby cost-effectiveness and efficiency are among the main areas of corporate focus and the UNDP policies as well CO Procurement SOPs are followed.
• Be responsible for the development of detailed procurement plans for activities identified under the projects.
• Advise and support the Programme Units in the correct application of regulations relating to procurement and provide training, when needed, for proper project implementation and optimization of delivery to reach the expected delivery target.
• Strengthen transparency and accountability of the Procurement processes, implementation, procurement management, and make appropriate recommendations for improvement within the portfolio.
• Prepare Request for Information (RFI), Expression of Interest (EOI), bidding documents, Requests for Proposals (RFPs), Invitation to Bid (ITBs), Request for Quotations (RFQs), undertake market research, and draft contracts following the existing procedures and guidelines, in accordance with the Procurement Plan schedules. Define specifications of goods to be procured and TORs for services to be procured and evaluations.
• Analyze procurement process results for value for money, based on quality, price, delivery times and other relevant factors.
• Review technical documentation, survey reports, Bill of Quantities (BoQ) with estimation of costs, technical description, design, and specific drawings, participate in the evaluation of bids process as a secretary to evaluation panel) for specific projects.
• Guide the Programme/Project Teams for accuracy of tender documentation (ToR, tender dossier, tender evaluation, etc.), conduct pre bid meetings and prepare minutes of meeting for onwards dissemination to suppliers. Provide guidance according to tender procedures and regulations for the implementation of specific construction tasks as required and specified by the specific Programme/Project.
• Ensure that necessary supporting documentation is in place prior to submission for evaluation to the  Technical Evaluation Team.
• Prepare documentation required for the review and approval of contracts by the Contracts, Assets and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and the Advisory Committee on Procurement (ACP), when applicable.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the overall guidance and in close collaboration with Head of Procurement and direct supervision of the Project Manager-Human Security & Multidimensional Crisis, the Project Procurement Specialist will ensure execution of transparent and efficient procurement services and processes under immediate crisis response and recovery projects.

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
• Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

• Negotiation and Influence:
  • Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates win-win situation
• System Thinking:
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
• Risk Management:
  • Ability to identify and organize action around mitigating and proactively managing risks
• Communication:
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
• Customer Satisfaction/Client Management:
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Procurement Management:
  • The ability to acquire goods, services or works from an outside external source
• Strategic sourcing:
  • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.