Background

The Government of Ukraine is in urgent need to secure the availability of the State Programme medicines and essential health commodities at affordable prices and in sufficient quantities. Acknowledging the challenges of the State procurement and supply management system and following recently adopted legislation, allowing the selected international organizations to provide procurement support services, the Ministry of Health of Ukraine has requested the UN to support the procurement and distribution of a number of 2015 State Programme medicines and other medical products as an emergency measure.

UNDP in Ukraine is fully committed to play this role in resolving the immediate crisis and to support the Ministry of Health of Ukraine in its mid- and long-term efforts to reform its procurement and supply management system. UNDP brings its extensive expertise in establishing the procurement system that corresponds to the highest standards of transparency, accountability, cost-efficiency, equity and sustainability.

UNDP together with other UN Agencies (UNICEF and WHO) developed a Joint Project aimed at strengthening the national health care procurement system and thereby improving the effectiveness of diagnosis and treatment of the patients of Ukraine. Specifically, in the framework of the project, UNDP plans to (i) procure medicines and medical products for the National Public Health Programmes for 2015 and ongoing years as needed, (ii) strengthen the capacity of the Ministry of Health to ensure transparency, accountability and effectiveness of the public procurement of medicines and other medical products.

UNDP invites applications from highly qualified and experienced Ukrainian professionals for the post of Project Associate for the Project ”Procurement Support Services to the Ministry of Health”.

Duties and Responsibilities

Under the direct supervision of the Project Coordinator, the Project Associate will be responsible for the following key tasks:

Administrative Assistance

• Perform administrative support functions to facilitate the implementation of project activities, including personnel matters, attendance records, travel arrangements, facilitating missions, office maintenance, reception/registry, procurement, contracting, communications, inventory;
• Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Contribute to the project annual and detailed implementation work plans and reports preparation in timely and quality manner based on the requirements of the UNDP and project donors;
• Facilitate project recruitment and personnel management; Assure due selection process is in place through advertisements in mass media. Collect the documentation required for the recruitment and contract extension;
• Participate in data collection, analysis and maintenance of projects related data base and files; Keep accurate electronic and paper filing, information and records systems;
• Participate in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up;
• Provide logistical support (travel arrangements, including visas, tickets, etc.) to the project staff;
• Facilitate and provide full support to project monitoring, evaluation and audit missions, as well as missions of experts;
• Keep accurate electronic and paper filing, information and records systems;
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done under UNDP rules;
• Maintain contacts with the national executing agency on a variety of the project related issues;
• Provide assistance with project documents translation and interpretation as needed;
• Maintain stationery and office supplies, purchase office equipment when needed;
• Handle project telephone enquiries and correspondence;
• Assure that due security measures are in place with regard to the project office;
• Perform other duties as assigned by the project and/or UNDP management.

Financial Assistance

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
• Prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records;
• Prepare requests for direct payment to UNDP CO Finance unit in accordance with the approved project budget;
• Ensure process of payment requests and payments within the limits of the project budget;
• Prepare accurate budget revisions;
• Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
• Monitor expenditures and prepare financial reports and forecasts;
• Facilitate the process of procurement and delivery of project goods and services;
• Maintain the filing system;
• Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched;
• Ensure timely corrective actions on purchase orders with budget check errors and other problems;
• Assist project management in preparation/revision of Project Implementation Plan.

Communication Assistance

• Maintain updated database of project counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers;
• Review press and publications for articles of interest to project and circulate them to project staff;
• Liaise with communication staff of other projects;
• Serve as a focal point for relations with the Programme Section and Communications Unit; convey project news for publication at the UNDP website;
• Contribute to the development of the project promotion and information materials as leaflets, brochure, newsletters, and produce them;
• Ensure proper editing of promotion materials and assure that project promotion materials meet UN communications requirements;
• Ensure wide and target distribution of information materials produced;
• Assure that project information is kept updated at intra-net and UNDP web-site;
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc;
• Facilitate project related training/learning activities.

Measurable outputs of the work assignment:

• Full and appropriate use of UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project.

Performance Indicators for evaluation of results:

• Project implementation plan is fully and timely implemented;
• Relevant outputs of the project annual work plan are fully and timely implemented.

Competencies

• Good interpersonal communication skills;
• High sense of responsibility to ensure that operational objectives, policies and requirements are met;
• Ability to work effectively as part of a team;
• Good facilitation skills;
• Strong organizational and time management skills;
• Familiarity with UN/UNDP project management procedures and experience with ATLAS would be an asset;
• Knowledge of IPSAS and/or IFRS  desirable;
• Excellent usage of computers and office software packages;
• Proven writing and communication skills.

Core Competencies:

• Demonstrate/safeguard ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Act as a team player;
• Encourage and participate in open communication in the team, communicate  effectively;
• Create synergies through self-control;
• Manage conflict;
• Informed and transparent decision making.

Required Skills and Experience

• University Degree in Business Administration, Management, Economics, Finance, Linguistics, or other related field;
• At least 5 years of practical experience of working in the field of administration and finance and/or other related fields;
• Experience in working on similar positions with international organizations/projects will be considered as an advantage;
• Experience in communication/PR will be considered as an asset;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems;
• Fluency in English, Ukrainian/Russian is required.

Application Instructions:

• Click on the "Apply now" button.
• Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
• Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
• Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at link . 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.
• Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

This is a locally recruited position and no expatriation benefits will apply.

DEADLINE FOR APPLICATIONS IS 8 NOVEMBER 2015

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. Qualified women are strongly encouraged to apply.