UNDP Jobs - 58054- Cross Border Cooperation For Sustainable Peace And

Cross Border Cooperation For Sustainable Peace And Development Project Grant and Procurement Specialist - (Open to Kyrgyzstan Nationals Only)

Location :

Bishkek, KYRGYZSTAN

Type of Contract :

Service Contract

Starting Date :

10-Sep-2015

Application Deadline :

24-Jul-15 (Midnight New York, USA)

Post Level :

SC-7

Duration of Initial Contract :

6 months with possible extension

Languages Required :

English Russian

Expected Duration of Assignment :

1 year with possible extension

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 direct supervision of PDP Dimension Chief and guidance of ABD Batken Manager Grant and Procurement Specialist provides leadership in execution of grant and procurement services in Batken ABD ensuring their effectiveness, transparency and integrity. The Grant and Procurement Specialist promotes a client-focused, quality and results- oriented approach.

The Grant and Procurement Specialist works in close collaboration with the operations and programme teams in the CO, PMU for resolving complex grant and procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational strategies;
Organization of procurement processes;
Management of contracts and grants;
Facilitation of knowledge building and knowledge sharing;
Performance of other relevant duties as required by the supervisor.

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

Full compliance of Batken ABD procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system within Batken ABD;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with Batken ABD management;
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the Batken ABD including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
Respective data clean-up and preparation of procurement related IPSAS reporting

Organizes procurement processes for Batken ABD focusing on achievement of the following results:

According to the Procurement Plan organizes procurement processes including drafting of tendering and solicitation documents, assists in conducting tendering processes (RFQs, ITBs, RFPs, etc. in accordance with the UNDP rules and procedures) whilst ensuring that tender announcement are circulated as widely as possible among the potential suppliers, facilitating the flow of information during the tender by clarifying requests from tender participants and requesting additional information from them if necessary;
Organizes quality research of local and international markets for goods and services required for Batken ABD needs, including verification of products availability, price analysis and search for potential vendors;
Works with independent experts on developing of detailed specifications for goods and services in line with the UNDP rules and procedures;
Reviews technical specifications and terms of reference prepared by the national partner organizations for their compliance with the UNDP procurement principles, rules and procedures and adjusts them as necessary;
Participates in opening of quotations, bids or proposals, organizes their technical evaluation, including coordination of technical committee meetings and prepares minutes/protocols thereof, conducts financial evaluations of the technically responsive offers
Submits procurement cases and recommendations for contract award to the UNDP CO, drafts contracts in accordance with the UNDP model contracts and relevant rules and procedures;
Prepares a complete and quality set of documents for procurements cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDP CO for such a review;
Prepares requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
Creates requisitions in Atlas, budget check for requisitions;
Ensures Contributes to the preparation of Procurement Action Plans (PAP), monitors their implementation and timely updates PAP if necessary;
Maintains documentation on conducted procurement cases and contracts and ensures monthly submission to the CO Procurement Unit;
To be assigned Atlas Profile as per the Internal Control Framework for UNDP Kyrgyzstan;
Prepares reports on procurement progress as required.

Manages contracts and grants focusing on achievement of the following results:

Ensures proper contracts management and timely follow-up with relevant actions;
Ensure grant compliance with UNDP rules and regulations, oversee special audits if required;
Perform functions of financial administration and reporting to include, but not limited to: preparation and timely submission of grant applications and reports and application amendments, development and adjustment of associated budgets, coordination of budgeted funds, and budget transfers.

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

Organization of trainings for the operations/ projects staff on Procurement;
Synthesis of lessons learnt and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies:

Promoting ethics and integrity, creating organizational precedents;
Creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication;
Creating an emotionally intelligent organization;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.

Functional Competencies:

Building Strategic Partnerships

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Uses information/databases/other management systems;
Provides inputs to the development of simple system components.

Client Orientation

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports;
Maintains databases.

Required Skills and Experience

Education:

Bachelor degree with trainings in procurement confirmed by certificates.

Experience:

4 years of relevant grant administration, procurement or administrative work experience at national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency in English and Russian;
Knowledge of Kyrgyz is an asset.

Application:

Applications without the UNDP Personal history form (P.11) will not be considered. Please download P.11 form from http://www.kg.undp.org/content/kyrgyzstan/ru/home/operations/jobs/.

Please upload P.11 form instead of CV;

Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.