Intern – Procurement Support Services Project – Kyiv, Ukraine

Intern – Procurement Support Services Project – Kyiv, Ukraine

Duties and Responsibilities

Effective assistant support to the UNDP Procurement Support Services to the Ministry of Health Project with the focus on following:
  • Insure routine support to the Project, such as support to organization of various meetings; distribution of information among key stakeholders; processing of the correspondence; translation of documents from/to English; support to preparation of documents, assistance to the respective Focal Point with keeping updated asset records, office supplies management.
Support to organization and carrying out the meetings, seminars, roundtables, conferences
  • Preparation of agenda, minutes, lists of participants;
  • Preparation and distribution of letters to the stakeholders;
  • Provision of logistics and administrative support to organization.
Support to preparation of publications on project activities. Specifically:
  • Drafting news for UNDP web-page, UNDP FB page, etc on Ukrainian and English;
  • Comparison of English and Ukrainian versions.
Support in the preparation of the reports in the framework of the Project
  • Collection, analysis and processing of the data obtained, ensuring detailed description of the project activities.
Impact of Results
  • The assistance support to the Project is provided on time and with high quality.

Required Skills and Experience

Education
  • Enrolled student of graduate school programme (second university degree or equivalent, or higher) in Management, Economics, Business Administration, Public Administration, Social Science, International Relations or related field; or
  • Enrolled student in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent) in Management, Economics, Business Administration, Public Administration, Social Science, International Relations or related field; or
  • Graduated student within one-year of graduation of any of the above.
Experience
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems.
Language Requirements
  • Proficiency in written and spoken English required;
  • Russian/Ukrainian is an asset.
Closing date for applications 25 December 2019 before midnight [New York Time].

Senior Logistics Assistant – UNIDO – Ethiopia

Senior Logistics Assistant – UNIDO – Ethiopia

Main Functions

Under the administrative supervision of the UNIDO Project Coordination Specialist and the National Project Coordinator and overall guidance of the UNIDO Project Manager (PM), the Senior Logistics Assistant will perform a range of tasks and will be responsible for handling logistics, procurement, and inventory related activities of UNIDOs MISALE Driver Training Academy Project that is located in Addis Ababa, Ethiopia. The main duties and responsibilities for the Senior Logistics Assistant shall be as follows:

  • Ensure close communication between the project and RO regarding financial and administrative matters
  • Undertake administrative duties including, but not limited to: preparation of fund of the project, follow-up on payments and settlement; handle petty cash request, purchases, replenishment and settlement; manage payment of DSAs and settlement, Straight expenditures, and minor bank transfers.
  • Follow up administrative matters of the project including assisting in the preparation of ToRs, reports, develop and maintain filing system (both electronic and hard copies) for administrative documentation that guarantees swift retrieval of requested documents
  • Ensure the continuous provision of supplies and materials to the project coordination office in accordance with UNIDO procurement policies and procedures
  • Handle overall shipment logistics management including review, verification and reconciliation of shipping documents and related activities
  • Ensure timely delivery of procurement orders; follow up on obtaining duty-free permits, undertake the necessary follow up with the concerned UNDP office, Ministry of Foreign Affairs as well as customs clearing agents to ensure the clearing and timely delivery of the imported goods.
  • Supervise incoming shipment to ensure that they are intact and accurate. Ensure all purchased items are received in accordance with PO and specifications, and that all goods are in good condition, provide certificate of acceptance/ Goods receiving note for admin and finance unit at the HQ for timely payment
  • Manage asset administration storage of recurrent supplies and materials following UNIDO standard processes
  • Maintain up-to-date and accurate inventories for fixed assets and supplies
  • Ensure office utility payments are processed and paid timely
  • In close coordination with the National Project coordinator (NPC) and admin and finance assistant, conduct coordination of school and project vehicles and drivers, follow-up vehicle logs such as mileage and fuel consumption, insurance payment, vehicle maintenance and identify vehicle needs and preparing regular reports as well as timely reporting with UNIDO RO. Driving vehicles when needed.
  • Handles all logistical coordination for project trainings/workshops and events including proper planning and documentation, invitations, refreshment, room rental, printing, etc
  • Handles email, mail and phone general enquiries and requests for information and materials. Assist with office mailing and provide support assistance
  • Travel to regions for assigned HQ, RO and project missions, including organizing and accompanying the project staff on missions to local communities and government offices and provide translation and facilitation of the meetings and consultations.
  • Provide logistics support for HQ and RO events such as international workshops, assist with protocol for high ranking stakeholder delegates
  • When delegated, manage the PROJECT office in the absence of the National Project Coordinator, NPC.
  • Coordinate with local partners regarding logistics matters and facilitate timely delivery of reports
  • Perform other related duties as may be assigned by UNIDO Project Manager

Minimum Requirements

Education
  • Completed secondary education.
  • High school diploma required.
  • Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.
Languages
  • Fluency in oral/written English.
  • Fluency in oral/written Amharic.
Field of Expertise
  • Minimum 10 years experience in the field operations and logistics.
  • Thorough understanding of office procedures and practices, preferably within the UN system or in a multicultural environment.
  • Experience in project administration providing support to managerial/professional staff and using administrative skills to assist in the execution of project and programme development and implementation of work.
  • Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet.
  • Excellent knowledge of computer applications especially the Microsoft suite of programs.
  • Experience with SAP or similar ERP software is an asset.
  • Excellent interpersonal skills and ability to work in a multi-stakeholder environment.
Closing date for applications 19 December 2019 before midnight.

Procurement and Supply Chain Management Consultant – Geneva

Procurement and Supply Chain Management (PSM) Consultant – Geneva

Duties and Responsibilities

  • Advises COs throughout the Global Fund grant life cycle from the formulation of health product lists to grant closure and supports the preparation, implementation and monitoring of Procurement Action Plans and Quality Assurance Plans;
  • Supports COs prepare and respond to PSM related sections of progress updates /disbursement requests, Global Fund and other partners’ performance reviews;
  • Advises COs on UNDP procurement architecture and supports in trouble shooting with suppliers, service providers, in coordination with GF/HIST (Copenhagen);
  • Supports COs formulate quality and timely submissions to the internal procurement committees (CAP, RACP and ACP) and respond to queries;
  • Provides technical support to COs and national counterparts to strengthen national supply chains including product selection, forecasting/quantification, quality assurance, Logistic Management Information Systems, inventory management, distribution, storage and waste management;
  • Identifies weaknesses and areas of improvement within in-country PSM systems and supports COs and national counterparts to develop and monitor action plan(s) for strengthening the identified areas;
  • Advises COs on best practices and existing tools in the thematic area of PSM;
  • Supports the development of the capacity development plans with COs and national counterparts in the thematic area of PSM and their implementation through capacity building initiatives (e.g., trainings, guidance materials, tools, systems);
  • Performs analysis and collects best practices from countries in the thematic area, and ensures that implementation is in line with international guidelines and recommendations from GF/HIST;
  • Develops, maintains and updates UNDP health product procurement and PSM resources and information in operational manuals, PSM Online training course, SharePoint resources and contributes and participates in relevant external networks, meetings, workshops, interagency working groups and partner meetings; and
  • Provides support to the Senior Health PSM Advisor for activities reporting.

Required Skills and Experience

  • Master’s degree or equivalent in Pharmacy, Procurement and Supply Chain Management or related field.
Experience
  • A minimum of 5 years progressive relevant experience in procurement and supply chain management for health programmes including at least 3 years of international experience;
  • Strong familiarity with the UN or UNDP procurement systems, rules and procedures;
  • Knowledge of Global Fund procurement policies and processes an asset;
  • Work experience in developing countries.
Language
  • Fluent in English;
  • Knowledge of a second UN language is an asset.
Closing date for applications 11 December 2019 before midnight [New York Time].

Procurement Analyst – UNOPS – Yangon, Myanmar

Procurement Analyst – UNOPS – Yangon, Myanmar

Functional Responsibilities

Implements key aspects of operational procurement strategies focusing on achievement of the following results:
  • Full compliance of assigned procurement activities with UNOPS rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
  • Implementation of, or support to, the different steps of the procurement processes, including Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.
Provides technical support and guidance to procurement processes of the Business Unit, focusing on achievement of the following results:
  • Timely and duly prepared elements of procurement plans and monitoring of their implementation
  • Guidelines followed on embedding sustainability along the procurement process.
  • Organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation.
  • Preparation of submissions to the Contract and Property Committees (CPCs).
  • Monitoring of contractor performance and certification of completed work for compliance with contractual terms and payment.
  • Advice, remedial actions, or solutions to Project Managers on procurement issues.
  • Drafting of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary, either through standard or emergency procurement procedures.
Implementation  of sourcing strategy and e-procurement tools focusing on achievement of the following results:
  • Development and management of the rosters of suppliers.
  • Utilization of-sourcing module in accordance with UNOPS Procurement Group’s goals and standards in this area.
Team Management
  • Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.
Knowledge Building and Knowledge Sharing
  • Organize, facilitate and/or deliver training and learning initiatives for personnel on Procurement-related topics.
  • Contribute to Procurement knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in human resources management.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results 

The key results directly affect the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes.  Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

Education
  • Advanced Degree or equivalent preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
  • A first-level university degree in combination with two (2) years’ experience at the international level in Procurement Management, Business Administration, Public Administration, or related field may be accepted in lieu of the Advanced university degree.
  • For those who do not have a degree in Procurement of Supply Chain Management, Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.
  • Knowledge of UN Procurement Rules and Regulations is distinct advantage.
Experience
  • Minimum one year experience in Procurement of Supply Chain Management is required.
  • Experience in working with a range of stakeholders in developing countries is desirable.
  • Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) is required.
Language requirement
  • Full working knowledge of English and Myanmar is required.
  • Knowledge of another official UNOPS language is an asset.
Closing date for applications 11 December 2019 before midnight [Copenhagen Time].

Admin and Procurement Assistant – Dhaka, Bangladesh

Admin and Procurement Assistant – Dhaka, Bangladesh

Duties and Responsibilities

Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies:
  • Provide support to research and draft responses to enquiries for clearance by the Operations Analyst;
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Implement procurement management policies and strategies;
  • Contribute to the development of sourcing strategies.
Provide general administrative support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required for Cox’s Bazar Office;
  • Update Travel and Disbursement file in SharePoint on regular basis;
  • Arrange transportation for high-level officials;
  • Provide administrative support to conferences, workshops, retreats for Cox’s Bazar Office;
  • Support HR with staff and consultant recruitments, HR management including contract renewals and leave management for Cox’s Bazar Office;
  • Develop and update the rosters of suppliers for Cox’s Bazar Office;
  • Maintain a filing system;
  • Assist Finance Associate on VAT Claim on regular basis;
  • Arrange shipments and conference facilities.
Support procurement processes for the Sub-Office:
  • Provide inputs to the preparation of procurement plans for programmes/projects;
  • Review procurement requests and support procurement procedures for office and equipment, supplies and services, as necessary;
  • Support preparation of Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
  • Support Cox’s Bazar office with submission of payment requests to Finance;
  • Review the respective documents and take necessary action for approval process of PO;
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.
Support proper control of assets:
  • Support assets management and prepare reports;
  • Provide input to inventory reports;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by Sub-Office;
Facilitate knowledge building and knowledge sharing:
  • Participate in trainings for the operations/projects staff;
  • Provide support to the synthesis of lessons learnt and best practices;
  • Perform other administrative tasks as assigned by supervisor.
Key Performance Indicators:
  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget;
  • Proper and accurate maintenance of files and databases system for Coxsbazar Office, documents are easily retrievable;
  • Payment check and update status on regular basis though Helpdesk;
  • Timely organization of transport and logistics activities as well as travel arrangements for high level visits, staff and consultants;
  • Provide administrative support to conferences, workshops, retreats for Cox’s Bazar Office;
  • Develop and update the rosters of suppliers for Coxsbazar Office;
  • Maintain records of assets management and prepare reports, and implement the inventory and physical verification control in the office and projects.

Required Skills and Experience

Education and certification:
  • Completion of secondary education is required;
  • Procurement Certification from an internationally recognized educational institute ; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
  • Willingness to take UN Women internal procurement certifications is required.
Experience:   
  • At least 5 years of progressively responsible experience in procurement, administration or related experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in Enterprise Resource Management System (ERP) is an asset
Language Requirements:
  • Fluency in English and Bangla is required;
  • Knowledge of the other UN official working language is an asset;
Closing date for applications 18 November 2019 before midnight.

Especialista en Adquisiciones (Contrataciones Públicas)

Especialista en Adquisiciones (Contrataciones Públicas)

Functional Responsibilities

El/la Especialista en Adquisiciones apoyará el trabajo del Coordinador y prestará asistencia operativa a los Especialistas, tanto durante las visitas a campo, como en las etapas del trabajo remoto. Estas tareas pueden identificarse como:

  • Recolección y procesamiento de información de base de procesos de contratación de la entidad evaluada;
  • Revisión de los pliegos de licitación e Informes de Evaluación;
  • Elaboración de tablas analíticas de los procesos de acuerdo con la metodología PEAT, determinación de los indicadores de desempeño en contrataciones;
  • Elaboración de gráficos e informes sobre el desempeño de las contrataciones de la entidad;
  • Evaluación de los aspectos logísticos de las contrataciones;
  • Contribución escrita al Informe PEAT en las secciones específicas;
  • Investigación de precios testigo de insumos clave de la entidad en el mercado local / internacional
  • Estimación de brecha de ahorros potenciales.
  • Contribución a la definición de áreas prioritarias de mejoras e identificación de pilares de un Plan de Acción.

Desde la organización del trabajo bajo la herramienta PEAT, se espera que el/la Especialista en Adquisiciones realice lo siguiente:

  • Sección I Análisis del Gasto: revisar presupuestos ejecutados anteriores y el presupuesto actual de la Entidad a evaluar e identificar las líneas prioritarias de gasto/inversión;
  • Sección II Cuestionario Modelo de Cadena de Abastecimiento: sobre las líneas de gasto prioritarias ya identificadas, el Especialista ajustará el Cuestionario Modelo, llevará a cabo las visitas de campo necesarias y colectará toda la información necesaria que permita determinar el desempeño de las diferentes cadenas de abastecimiento para cada línea de gasto;
  • Sección III Indicadores de Desempeño de Contrataciones: se realizará una revisión documental de los archivos de contrataciones (cantidad de casos y período comprendido a definir en el Plan de Trabajo de cada evaluación) y se obtendrá la información necesaria para alimentar los Índices de Desempeño de Procesos;
  • Sección IV: participarán en las Entrevistas Abiertas con el personal directivo de la entidad, para compartir y discutir los resultados de las 3 Secciones anteriores;
  • Sección V: identificará precios testigo / benchmarks para los insumos más críticos de la entidad y se elaborará una estimación de ahorros potenciales, de acuerdo con la metodología de la herramienta PEAT.

Education/Experience/Language requirements

Educación
  • Máster o equivalente de preferencia en Administración de Empresas, Administración Pública, Ingeniería Civil, Finanzas, Economía o carreras afines a la gestión de contrataciones públicas.
  • Un título universitario de primer nivel en combinación con experiencia adicional requerida puede ser aceptada en lugar del título de Maestría.
Experiencia
  • Un mínimo de 5 años (o más dependiendo de los títulos académicos) de experiencia profesional pertinente en el ámbito nacional o internacional en la gestión de las adquisiciones públicas.
Idiomas Requeridos
  • Se requiere fluidez en el idioma español.
  • Se requiere idioma ingles a nivel intermedio.
Closing date for applications 10 November 2019 before midnight Copenhagen time.