UNDP Jobs - 57363- Project assistant, Procurement and Logistic, “Supp

Project assistant, Procurement and Logistic, “Supporting Kazakhstan’s Transition to a Green Economy Model”, UNDP

Location :

Astana, KAZAKHSTAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

30-Jun-15 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

12 months

Languages Required :

English Russian

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

Under the guidance and supervision of the Project Manager, a project’s procurement and logistic assistant determined project’s framework results. S/he works in close collaboration with the operations, programme and projects staff in the CO, key stakeholders, is responsible for logistical and procurement support to the project, works in close collaboration with the programme, projects staff of EE and Operations Units.

Procurement and logistic assistant is responsible for the operational support in procurement and logistic project activities in accordance to the annual work plans of the project.

Duties and Responsibilities

Summary of key functions:

Ensures elaboration and implementation of procurement focusing on achievement of the following results:
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Procurement plan preparation and implementation in accordance to the annual project work plans on a quarterly basis.
S/he is responsible for technical and logistical support of workshops, trainings, conferences, meetings, roundtable discussions (Events) held by the project aimed to raise awareness about project activities.
• Other duties as required

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

• Timely and proper preparation of procurement plans for the project, establishment of the deadlines and monitoring of its implementation.
• Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Elaboration and implementation of the internal control system, which ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
• Establishment and implementation of harmonized procurement services.
• Technical and logistical support:
• prepares invitations to Projects’ Events and ensures that these are duly received by participants. Contacts participants of the Events and prepares final list of participants together with Projects’ staff;
• prepares a package of documents for Events’ participants for travel arrangements (as and when necessary);
• registers participants of the Events;
• prepares itineraries, arranges booking and purchase of travel tickets for participants of the Events, including Project staff;
• arranges visa support for foreign participants of the Events and Project foreign consultants during their visits to Kazakhstan;
• arranges transportation for participants of the Events, including Project staff, and hotel accommodation;
• arranges coffee breaks, lunches, dinners (as and when necessary) during the Events;
• searches for, selects and books conference service packages in line with the Events’ requirements by agreement with Projects’ experts;
• prepares conference rooms with necessary technical support for conducting Projects’ Events, including control of trouble free functioning of equipment during the Events;
• requests documents from services providers for payment;
• collects and systematizes information on potential suppliers/service providers;
• prepares hand out materials;
• disseminates hand out materials and other supporting materials to participants of the Events;
• minutes Events;
• fulfils other tasks for the Projects and for achievement of successful results.

Impact of results

The key results have an impact an impact on the overall project’s efficiency in procurement management and success in establishment and implementation of operational strategies. Strategic approach to procurement, establishment and implementation of the monitoring and control system, timely and appropriate delivery of services.

Competencies

CORPORATE COMPETENCIES:

Demonstrates integrity by modelling UN values and ethical standards
Demonstrates commitment to UNDP`s mission, vision and values
Displays cultural, gender, race, nationality and age sensitivity and adaptability

FUNCTIONAL COMPETENCIES:

Knowledge Management and Learning

Readiness to share experience and knowledge
Provides effective feedback and consultations to colleagues
Availability of business relations and contacts, skills in team building, organization and communication skills

Management and Leadership

Demonstrates client-oriented and constructive attitude towards criticism;
Demonstrates enthusiasm, consistency, positive attitude towards work;
Ability to handle stress;
Demonstrates positive attitude towards different viewpoints.

MANAGING CORRESPONDENCE AND REPORTS:

Edits, formats and provides inputs to correspondence, reports, documents or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
Shows sound grasp of grammar, spelling and structure in the required language;
Ensures correspondence, reports and documents comply with established UN standards;
Ability to produce accurate and well-documented records conforming to the required standards.

OPERATIONAL EFFECTIVENESS, PLANNING, ORGANIZING AND MULTI-TASKING:

Ability to handle a large scope of work possibly under time constraints;
Knowledge of administrative rules and regulations;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service; Ability to organize and complete multiple tasks by establishing priorities;
Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
Ability to quickly shift from one task to another to meet multiple support needs;
Establishes, develop and maintain effective relations with team and clients.

RESPONSIBILITIES:

coordinate and submit reports to Project Manager;
work in close collaboration with Project staff
provide timely and quality performance of the requirements as per ToR;
provide absolute fulfillment of the requirements stated in the Service Contract;

Required Skills and Experience

Education:

University degree in Business Administration, Public Administration, Finance, Economics or related field.

Work Experience:

• 3 years of relevant experience at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems

Language requirements:

Proficiency in Russian and English languages. Knowledge of Kazakh is an advantage.

IMPORTANT INFORMATION!

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button

Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the applicatoin by selecting "UPLOAD RESUME" option)

Incomplete applications or applications received after the closing date will not be given consideration.

Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.