Background

The United Nations Development Programme (UNDP) is the UN’s global development network building collaboration with nations to expand people’s choices, fostering a more equitable and sustainable future, and striving to realize the 2030 Agenda for Sustainable Development, where the Earth and people coexist harmoniously. According to the UNDP Strategic Plan 2022-2025, UNDP supports change in three main directions:

• Structural Transformation: Promoting green, inclusive, and digital transitions.
• Leaving No One Behind: Adopting a rights-based approach focused on empowerment, inclusion, equity, human agency, and human development.
• Building Resilience: Enhancing the capacity of countries and institutions to prevent, mitigate, and respond to crises, conflicts, natural disasters, climate change, and social and economic shocks.

UNDP has been actively involved in supporting various environmental projects in Belarus including those aimed at improving the livelihoods of local communities.

The project Safeguarding Forests of Belarus aims to enhance forest protection and resilience through effective community-based fire prevention and response measures. It will help to improve the effectiveness of fire prevention and response by enhancing prompt inspection and extinguishing capabilities, thereby reducing the escalation of small fires into larger ones.

The implementation of the project is aligned with the Outcome 2 of the UNDP Country Programme Document for Belarus 2021-2025 – “A significant contribution to climate action is made by 2025 through the introduction of key measures of climate change adaptation and mitigation”; and  Output 2.4. “National emergency preparedness for major hazards strengthened, in line with regional factors and international environmental conventions.”

Duties and Responsibilities

• Under Project Manager’s guidance, develop, implement and regularly update the project procurement plan;
• Prepare Terms of Reference (ToR) for national and international consultants and subcontractors in line with and following relevant UNDP procedures;
• Guide the work of consultants and subcontractors and ensure compliance with the agreed work plan and respective ToR securing high quality of the results;
• Review technical specifications and terms of reference received for their compliance with the UNDP procurement principles, rules and procedures;
• Organize the procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Organize, when required, the work of independent experts on developing detailed specifications of goods, equipment and services in line with the UNDP rules and procedures;
• Support the Project Manager in the development and update of the risk management plan related to the procurement and propose and implement risk insurance measures;
• Maintain contacts with Suppliers to ensure compliance with contract terms, shipping terms and national legislation;
• Provide all kinds of support, including consultations, drafting correspondence, contact with external entities, related to customs clearance of shipments;
• Proactively undertake regular monitoring visits and spot checks to the project sites for stock and inventory verification, independently or jointly with the programme colleagues, Ministry of Forestry of the Republic of Belarus  and other partners;
• Prepare requisitions and contracts in and outside Quantum, preparation of requisitions for contracting of services, and prepare and submit to UNDP CO the required document for vendors’ creation in Quantum;
• Organize the submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Implement an internal control system which ensures that Purchase Orders are duly prepared and dispatched and take timely corrective actions on POs with budget check errors and other problems in consultation with the CO;
• Participate in transfer of goods to sub-recipients, collecting and preparation of documents for such transfer;
• Present reports on procurement in the project; Maintaining procurement monitoring tables and reports of the procurement progress as requested;
• Monitor together with Project Manager the quality, quantity, cost and efficiency of the movement and storage of goods;
• Implement the sourcing strategy through the development and update of the rosters of suppliers (selection and evaluation of suppliers);
• Ensure effective engagement with national stakeholders and contribute to knowledge transfer;
• Support and synthesis of knowledge generation through identification, documentation and dissemination of achievements, best practices and lessons learned directly linked to Project.

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 Associate will report to the Project Manager, and s/he will work closely with the project team and UNDP Country Office procurement team.

Competencies

Core Competencies:

• 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: 

• 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.
• Contract Management:
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement Management:
  • The ability to acquire goods, services or works from an outside external source.
• Procure-to-Pay:
  • Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.
• Risk Management: 
  • Ability to identify and organize action around mitigating and proactively managing risks.
• Partnerships Management:
  • Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies.

Required Skills and Experience

Education:

• Secondary education is required.
• Bachelor’s degree in Business Administration, Public Administration, Supply Chain, Economics, Forestry, Emergency Situations or any other related field will be given due consideration but is not a requirement.

Experience:

• Minimum 7 years with secondary education or 4 years with bachelor´s degree of relevant experience in procurement.

Desired Skills:

• Experience in procurement and supply of goods, materials and equipment for firefighting is an asset;
• Experience in building partnerships with local and international stakeholders is an asset;
• Procurement experience in development projects is an asset;
• Knowledge of UN or UNDP’s procurement rules, policies and procedures is an asset.

Required Languages:

• Fluency in English and Russian or Belarusian is required.

Professional Certificates:

• 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.

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.