Terms of Reference

Project Title: UNDP Crimea Integration and Development Programme (CIDP)

Post Title: Procurement Assistant

Duration: Until 31 December 2008 with the possibility of yearly extensions

Duty Station: Simferopol, Crimea

Introduction:

The main goal of UNDP’s Crimea Integration and Development Programme (CIDP) is to foster sustainable human development in a manner that contributes to the maintenance of peace and stability in Crimea through initiatives aimed at preventing interethnic violence and enhancing peaceful coexistence among different ethnic groups.

This includes the following five sub-goals:

• Promote good governance and integration by encouraging citizens of multi-ethnic communities to actively participate in improving living conditions in partnership with local authorities
• Reduce marked economic disparities between underprivileged groups and the rest of the population by promoting income and employment creation with special emphasis on entrepreneurship and small and medium enterprise development
• Increase tolerance and social cohesion through education and culture
• Improve quality and accessibility of basic infrastructure and social services in needy areas
• Increase responsiveness to potential conflict areas through the setting up of a Human Security Monitoring System

Responsibilities and Duties:

Under the direct supervision of the Operations Specialist / Head of Operations Department, the incumbent ensures execution of transparent and efficient procurement services and processes. S/he pursues a client-focused, quality and results-oriented approach. The Procurement Assistant works in close collaboration with other programme staff for resolving complex personnel and procurement-related issues and ensures full compliance of CIDP procurement and personnel activities with UN/UNDP rules and regulations.

More specifically, the Procurement Assistant will be responsible for:

1. Performing the Buyer function in Atlas: creating vendors, requisitions and purchase orders; budget checking, dispatching and closing purchase orders for CIDP in compliance with UNDP procurement and human resources procedures and taking timely corrective actions on purchase orders with budget check errors and other problems.

2. Organizing CIDP procurement processes, including

• preparation and implementation of procurement plans for the office and project activities;

• preparing and placing procurement advertisements for tendering and invitation to bid according to UNDP Procurement Policies and Procedures; respond to questions from potential bidders;
• preparation of submissions to the Contract, Asset and Procurement Committee (CAP);
• implementation of supplier selection and evaluation, pre-screen companies against technical specifications; undertake reference checks;
• preparing contracts/agreements for the procurement of goods and services;
• preparing all types of contracts/agreements as may be required by CIDP Management;
• assisting in contract management by assuring the timely delivery of goods and services, monitoring purchase orders and following due payments as per signed agreements/contracts;
• preparing proxy reports for receiving of purchased goods;
• ensuring proper control of CIDP assets, including preparation of inventory reports as well as implementation of inventory and physical verification control in the head office in Simferopol and the field offices in the districts; maintaining the inventory ledger of non-expandable equipment, preparing agreements and protocols for equipment transfer and write off.

3. Developing and implementing a sourcing strategy in order to actively search for and identify the most suitable and qualified companies; develop innovative procurement solutions to attract highly qualified supplies; maintaining and updating the rosters of supplies and sub-contactors as well as an effective system of retainer contracts; develop and maintain contacts with key (potential) suppliers and companies.

4. Liaising with UNDP Kiev on procurement related issues.

5. Maintaining and regularly updating the procurement filing system.

6. Advising management on procurement issues; assisting the programme team in budget estimation, planning of procurement processes, designing SMART Terms of References and technical specifications and advising on most suitable contractual modalities.

7. Reviewing regularly CIDP’s procurement and practices and processes and making recommendations for improving their effectiveness and efficiency. Keep abreast of UNDP corporate rules and regulations as well as best practices in the area of procurement.

8. Performing duties of HR /Administrative Assistant in case of necessity

9. Performing other duties as may be required by CIDP Management.

Qualifications:

1. Secondary education; university degree in business or public administration and / or specialized training in procurement would be an asset.

2. At least 3 years of progressively responsible administrative experience.

3. Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of Enterprise Resource Planning systems would be an asset.

4. Fluency in English.

5. Excellent interpersonal and task management skills and a client-oriented service orientation; ability to work under pressure, with strong delivery orientation.

6. Ability to work effectively in a multi-cultural team.

7. Affinity with United Nations mandate and principles.

All interested candidates must complete a PERSONAL HISTORY FORM* (P-11) and submit it to e-mail address: vacancy@undp.crimea.ua with reference “Procurement Assistant” in the subject line of the email.

Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

Please mention the minimal salary level expected in your application/CV.

DEADLINE FOR APPLICATIONS IS 29 APRIL 2008

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

*Personal History Form can be downloaded from http://www.un.kiev.ua/bc/jobs/