Purchasing/Contract Specialist (GFATM Grants Implementation Unit)


Location : Minsk, BELARUS
Application Deadline :11-May-10 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
01-Jun-2010
Duration of Initial Contract :12 months with a possibility of extension

Background

Since 2004 UNDP has been the Principal Recipient of GFATM financed grants. A special Grants Implementation Unit (GIU) was established to effectively manage grants processing. At the moment, GIU is implementing two GFATM grants on HIV and TB that are aimed to reduce the two diseases’ burden in Belarus.

The total upper ceiling grants amount planned for 2010-2012 is USD 7,514,186 on TB and EUR 9,557,068 on HIV disease. Additionally, GFATM has approved two new grants on HIV and TB that are to be launched in 2010-2011.

A total of 25 persons are involved in grants’ management process, out of which 11 people are assigned to the Business Unit. The procurement and supply chain is managed by the Head of Business Unit along with the Head of Procurement and Logistics Unit, three Purchasing/Contract Specialists and two Logistics Specialists.

The UNDP Purchasing/Contract Specialist will be responsible for procurement of goods and services within the portfolio of Global Fund grants (HIV and TB) in Belarus under the direct supervision of the Head of Procurement and Logistics Unit of the Grants Implementation Unit. The Purchasing/Contract Specialist ensures execution of transparent and efficient procurement services and processes in project. The Purchasing/Contract Specialist promotes a client-focused, quality and results- oriented approach in the project.

The Purchasing/Contract Specialist can supervise clerical and support staff of the project, if any. The Purchasing/Contract Specialist works in close collaboration with the other project staff, operations and programme staff in the CO for resolving complex procurement-related issues and information exchange. The initial assignment is for 12 months subject to further extension based on annual performance evaluation.


Duties and Responsibilities

The incumbent will be based in Minsk, Belarus. He/she will work under direct supervision the Head of Procurement and Logistics Unit and will be responsible for products, equipment & services procurement within the grants in compliance with UNDP rules and procedures.

Specific Responsibilities:

The selected Purchasing/Contract Specialist shall:

  • Preparation of Procurement Action Plans (PAP) for the grants, continuous monitoring of their implementation and timely updating of PAP if necessary, preparation of reports on procurement progress as required;
  • Quality research of local and international markets for goods and services required for project needs, including verification of products availability, price analysis and search for potential vendors;
  • Work of independent experts on developing of detailed specifications of products, equipment and services in line with the UNDP rules and procedures is organised when required;
  • Technical specifications and terms of reference received from the national partner organizations are reviewed for their compliance with the UNDP procurement principles, rules and procedures and their adjustment as necessary is ensured;
  • Contribution to organization of procurement processes including drafting of tendering and solicitation documents, assistance in conducting tendering processes (RFQs, ITBs, RFPs, etc. in accordance with the UNDP rules and procedures) whilst ensuring that tender announcements 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;
  • Participation in opening of quotations, bids or proposals, organisation of their technical evaluation, including coordination of technical committee meetings and preparation of minutes/protocols thereof, conducting of financial evaluations of the technically responsive offers;
  • Submission of procurement cases and recommendations for contract award to the UNDP country office, drafting of contracts in accordance with the UNDP model contracts and relevant rules and procedures;
  • Preparation of a complete and quality set of documents for procurement cases that are subject to review by the Contracts, Asset and Procurement Committee (CAP) of the UNDP CO for such a review;
  • Creating requisitions and receipts in Atlas (the UNDP web-based management system).
  • Maintenance of procurement monitoring tables and reports of the procurement progress as requested.
  • Other tasks as assigned by the Head of Procurement and Logistics Unit of the Grants Implementation Unit

Purchasing/Contract Specialist will work in coordination with UNDP Procurement Associate and in close contact with the relevant services of the UNDP office if required.


Competencies

  • Experience in using web-based management systems would be an asset;
  • Experience with international development programmes and/or knowledge of UNDP/ UN procedures would be an advantage;
  • Service oriented attitude, creativity, commitment to work;
  • Advanced computer literacy (MS Word, Excel, PowerPoint, Internet and e-mail).


Required Skills and Experience

  • Secondary Education with specialized training in procurement and/or logistics.
  • University Degree in Business or Public Administration would be desirable, but it is not a requirement. University Degree in technical or humanitarian fields combined with practical procurement experience and relevant on-the-job trainings would also be acceptable.
  • Good knowledge of English and good computer skills.
  • 3 to 4 years of progressively responsible procurement/sales experience is required. Experience in procurement/sales of medical goods/drugs would be an asset;
  • Excellent English and Russian drafting skills.

Application procedures:
Applicants are requested to apply on-line.

Information about the conditions of the service contract: http://un.by/vacancy/undp/conditions/

Applicants should:
  • Complete the form stating their interest in and qualifications for the position (in English);
  • Upload completed Personal History Form (PHF) in the required resume field. The PHF form can be downloaded from: http://un.by/vacancy/undp/form/

Responsible applicants will be shortlisted, and at least three applicants will gain a personal or telephone hearing.

Women are encouraged to apply. UNDP is non-smoking work environment.

Due to the large number of applicants for UNDP positions, UNDP regrets that it is unable to inform unsuccessful candidates about the outcome or status of the recruitment process.


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.


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