Procurement Associate, NPSA-6, DS- Dnipro/Kharkiv/Mykolaiv, National position

Background

The United Nations Development Programme (UNDP) is a UN agency that works in about 170 countries and territories, helping eradicate poverty, reduce inequalities and exclusion, and build resilience. It thereby helps them sustain progress and achieve Sustainable Development Goals. In Ukraine, UNDP operates with three programme priorities: Democratic Governance and Inclusive Social Fabric, Inclusive and Sustainable Economic Recovery and Growth, and Sustainable Environment and Energy Transformation.

Since the start of the hostilities in 2014 and the full-scale invasion in 2022, UNDP in Ukraine has been present on the ground, through its hubs around the country, supporting regional and local authorities and civil society partners in their emergency response and crisis management efforts.

Lessons from the past years informed the development of UNDP’s Country Programme Document (2025-2029) and the scale-up of the Area-Based Recovery (ABR) Framework. The Framework’s programmatic pillars of Reconstruction, Returns, Resilience, and Reforms are focused on ensuring community recovery and creating conditions for the return to a development pathway in Ukraine.

The Procurement Associate is responsible for effective delivery of procurement services, consistent with UNDP rules and regulations, to support implementation of ABR projects and programmatic goals.

The incumbent will promote UNDP's mandate as a gender-responsive organization with zero tolerance to discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

1) Ensure implementation of operational strategies of the ABR:

• Full compliance of ABR procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

2) Contribute to the procurement processes for ABR projects:

• Faciliating the programme personnel in preparation of procurement plans for the portfolio and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of Purchase Orders and Contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
• Management of the internal control system which ensures that Purchase orders are duly prepared. Timely corrective actions on POs with errors and other problems.
• Providing inputs to reports on procurement in the CO.
• Serving as a secretary of the tender procurement processes of the ABR procurement activities including: prepare all procurement documents, distribute and present relevant documentation to the members of the committee; coordinate procurement evaluation committee meetings; prepare procurement evaluation committee reports as well as maintain records of all documentation and reports.
• Review of Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring and provide procurement related inputs before the Country Office’s Procurement Unit clearance.
• Maintain and improve the contract management system and ensure that accountability to donors and internal stakeholders is met.
• Implementation of e-tendering practices.
• Review and clearance of documents related to Micro-purchase Canvass procedure.

3) Ensure implementation of sourcing strategy:

• Contribute to conducting market research for the procurement cases of the relevant ABR projects.

4) Ensure facilitation of knowledge building and knowledge sharing:

• Providing procurement related guidance to the ABR, in close cooperation with the Procurement Unit of the County Office.
• Synthesis of lessons learnt and best practices in Procurement implemented in ABR procurement processes.
• Sound contribution to knowledge networks and communities of practice.

5) Promote Gender Equality and a Safe, Inclusive Workplace

• Demonstrate leadership and personal accountability in fostering an organizational culture of gender equality and zero tolerance for any form of sexual exploitation, abuse, or harassment.
• Respect and promote diversity and inclusion by ensuring all team members, partners, and vendors are treated equally and fairly, regardless of gender, race, sexual orientation, ethnicity, ability, or other identity markers.
• Model respectful professional behavior by identifying and addressing sexism, gender discrimination, and other forms of bias in internal and external interactions.
• Ensure all personnel and partners are informed of, and adhere to, corporate policies on sexual harassment, sexual exploitation and abuse, and codes of conduct.
• Support work-life balance and care responsibilities by recognizing the caregiving roles of both women and men, and encouraging the use of family-friendly policies, flexible work arrangements, and inclusive facilities.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Procurement Associate will work under the direct supervision of the Procurement Specialist. S/he will ensure the administration, transparent and efficient provision of procurement services and processes for the ABR projects.

Competencies

Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition Procurement Contract management Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Supplier/relationship management Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Business Direction & Strategy Entrepreneurial Thinking Identify and seize opportunities to service and add value to clients, create clarity around UNDP value proposition to beneficiaries and partners, develop clear service o ers responding to client needs in line with UNDP’s organizational priorities and mandate Business Direction & Strategy Effective Decision Making Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications Business Direction & Strategy Negotiation and Influence Reach a common understanding/agreement, persuade others, resolve points of difference through a dialogue, negotiate mutually acceptable solutions and create ‘win-win’ situations Business Development Knowledge Generation Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations 2030 Agenda: People Gender Gender and Crisis

Required Skills and Experience

Min. Education requirements

• Secondary education is required, or
• University Degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering, or equivalent field will be given due consideration, but it is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment.