Procurement Associate

Dushanbe, Tajikistan
negotiable Expires in 1 week

JOB DETAIL

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UNDP Country Office in Tajikistan, together with Committee for Environmental Protection under the Government of the Republic of Tajikistan (CEP), launched a large-scale project “An integrated landscape approach to enhancing the climate resilience of small-scale farmers and pastoralists in Tajikistan” funded by Adaptation Fund.

The objective of the project is to enhance the livelihoods of the small-scale farmers and pastoralists living in the Kofirnighan River Basin (KRB) under future climate change conditions. Such conditions are expected to include increased frequencies and intensities of extreme climate events such as intense rainfall, rise in air temperatures, and accelerated glacial melting. As a result, hydrometeorological disasters such as droughts, floods, mudflows and landslides are more frequent and rates of soil erosion across the country are increasing. The socio-economic impacts of these changes are considerable: livelihoods, agricultural productivity, water availability and hydroelectricity production are all compromised.

The overarching approach of the project is to employ integrated catchment management approaches within KRB. To this end, a climate-resilient catchment management strategy will be designed for the basin which will enable national rural development planners, local government and local communities to manage a wide range of climate risks. Three interrelated outcomes within the project will contribute to achieving this objective, namely:i) catchmentmanagement strategy to manage climate risks operationalized at rayon and jamoat levels in the KRB; ii) an integrated approach to building the climate resilience of agro-ecological landscapes operationalized at village level; and iii) existing knowledge management platforms supported for integrated catchment management and ecosystem-based adaptation.

The project is nationally implemented (NIM) by the CEP with support from the UNDP, in line with the Standard  Basic Assistance Agreement (SBAA, 1993), the UN Development Assistance Framework (UNDAF) 2016-2021 signed between the UN and the Government of Tajikistan, and the UNDP Country Programme Document 2016 – 2021 signed between UNDP and the Government of Tajikistan.

UNDP is looking for individuals who have the analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors. We seek individuals who can apply global best practice to national contexts. We are looking for a Procurement Associate who is enthusiastic, motivated and committed to making a positive contribution to Development in the Project.

Under the guidance and direct supervision of the Project Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. S/he analyzes and interprets the procurement rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency and integrity.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO UNDP staff and CEP for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with national and UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client- oriented procurement management system;
  • Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment;
  • Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e- procurement introduction and promotion, performance measurement.

Manages procurement processes for UNDP programs/projects and CEP focusing on achievement of the following results:

  • Undertake procurement including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, facilitate evaluation, negotiation etc;
  • Contract Administration through preparation of Purchase orders and contracts and liaison contractors/vendors;
  • Preparation of submissions to the Procurement Review Committee for review and approval;
  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched;
  • Timely corrective actions on POs to rectify issues. Preparation and presentation of monthly procurement reports/plans;
  • Preparation of cost-recovery for the procurement services provided by UNDP to UNDP Programmes/Projects and other Agencies;
  • Preparation of responses to clarify issues, resulting from bidders’ queries.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Conduct market research on goods/services to be procured;
  • Development and update of the rosters of suppliers/consultants, long term agreements and pre- qualifications doing risk analysis and launching procurement process based on the sourcing strategies;
  • Timely reporting and provision of data for Procurement as required by Clients, Supervisor or Senior Management;
  • Use and implementation of e-procurement, e-tendering and other online modules being used and tested by the procurement unit;
  • Provision of researched information for formulation of contract strategy and strategic procurement in the CO.

Ensures facilitation of knowledge building and knowledge sharing in the CO/Programme/Projects focusing on achievement of the following results:

  • Synthesis and sharing of lessons learnt and best practices in Procurement;
  • Advise/guidance to programme/project colleagues on application of UNDP/National procurement policies and procedures for various implementation activities;
  • Participation in the organization of training for the operations/ projects staff on Procurement;
  • Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office/Project and the Organization.

Institutional Arrangement

The Procurement Associate will report and work directly with the Project Manager and will work under the overall guidance of the UNDP Team Leader/Climate Change, Energy and Environment and Procurement Unit’s Head and other members of the procurement team. The Procurement Associate directly reports to the Project Manager. The Procurement Associate is required to consistently work with the project/programme and operations colleagues for delivery of their functions and liaise with the senior management for approval of contracts/purchase orders.

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:
  • Procurement Management:
    • The ability to acquire goods, services or works from an outside external source.
  • Sourcing:
    • Ability to find, evaluate and engage suppliers of goods and services.
  • Strategic Sourcing:
    • Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Working with Evidence and Data:
    • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
  • Contract Management:
    • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Anti-Fraud and Anti-Bribery and Corruption:
    • Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization.
    • Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyze data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.
  • UN Policy Knowledge – Ethics:
    • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Required Skills and Experience
Education:
  • Secondary Education is required.
  • Bachelor’s degree in Business or Public Administration, Supply Chain/Logistics, Finance, Economics or related will be given due consideration, but is not a requirement.
  • 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 of application will have a proportionate advantage.
Experience:
  • Minimum 7 years (with Secondary Education) or 4 years (with Bachelor´s degree) of professional experience in administration/operations related to procurement or related fields is required.
Required Skills:
  • At least 2 years of relevant experience at the national or international level in procurement management;
  • Proficiency in using computers and office software packages (e.g., MS Word, Excel) and knowledge of web-based management systems, such as ERP, e-Tendering, and e-Procurement.

Desired Skills: 

  • Previous extensive work experience in procurement (either UN, development organizations, Government entities or INGOs);
  • Demonstrated expertise in procuring high-value, complex requirements across categories such as civil works/construction projects, IT/communication technology, specialized services, or civil society engagement;
  • Experience in working with community and stakeholder engagement, particularly involving women’s participation in project interventions;
  • Proven experience to design and conduct training sessions and workshops for local partners and extension service providers, with a focus on advanced techniques in procurement or administrative project activities;
  • Advanced skills in managing large-scale procurement activities with a strong understanding of regulatory frameworks and compliance standards.

Required Languages:

  • Fluency in English, Tajik and Russian is required.

Professional Certificates: 

  • Any certification in procurement, supply chain, logistics, etc. will be an asset.
Disclaimer
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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Dushanbe, Tajikistan

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