Procurement Specialist

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 in three programme priorities, as defined by a Country Programme Document for 2025-2029, such as Democratic Governance and Inclusive Social Fabric, Inclusive and Sustainable Economic Recovery and Growth, Sustainable Environment and Energy Transformation.

Russia’s full-scale invasion of Ukraine on February 24, 2022, is inflicting untold suffering on the Ukrainian people and is causing a humanitarian disaster of an unprecedented scale. The human and economic costs of the war continue to escalate, resulting in significant loss of life, mass displacement of people both internally and to the neighbouring countries, and extensive destruction of infrastructure.

The war in Ukraine has resulted in significant loss of life, unprecedented displacement, internally and towards neighbouring countries, and devastating destruction of infrastructure. Early projections by the United Nations Development Programme (UNDP) suggest that if the war deepens and expands, up to 90 percent of the population of Ukraine could be facing poverty and vulnerability to poverty, and 30 percent of the population are likely to require life-saving humanitarian assistance. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core interest is to preserve development gains as fully as possible, and to return Ukraine to pathways achieving the Sustainable Development Goals (SDGs) as quickly as possible.

With the increased volume of financial resources and procurement activities the CO is hiring an international Procurement Specialist to ensure smooth implementation of the programme of activities on an efficient and effective manner.

Institutional Arrangement:  Reports to the Operations Manager, supervises the CO Procurement Unit.

Works in close collaboration with the programme and project teams (including project procurement staff) in the CO and with UNDP HQs and Regional Bureau staff for resolving complex procurement-related issues and information exchange.

Position Purpose

Under the supervision of the Operations Manager at the Country Office, the Procurement Specialist will provide procurement services to programmes, projects and operations units in the Country Office, UN agencies, and lead the implementation and coordination of procurement activities and initiatives for implementing the UNDP projects.

The Procurement Specialist will work closely with the Regional Procurement Advisor, based in Istanbul, to ensure a consistent and integrated high-quality procurement service delivery for CO clients in line with UNDP’s global procurement support architecture.

The Procurement Specialist will contribute to the knowledge sharing and creation in the procurement practice, promote procurement “best practice” internally and externally. The incumbent will work closely with CO units, suppliers, and contractors. S/he will be responsible for providing authoritative procurement advisory and support services to the CO management and the Procurement Unit and provide oversight, assurance, advisory and coordination of the procurement processes among programmes, projects and the CO Procurement Unit. The Procurement Specialist will ensure efficient sourcing of solutions for procurement actions during crises times. S/he will be engaged in procurement planning at the project conceptualization stage and provide advice on the procurement related matters such as adequate modality, sourcing strategy, timelines, etc., and participates in project board meetings. S/he will provide advice on matters such as recruitment and training of project procurement staff.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

Duties and Responsibilities

1.) Substantively contribute to the development and implementation of operational strategies.

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies.
• Ensure the that internal control framework requirements and a client-oriented procurement management systems are in place.
• Elaborate and implement cost-saving and cost-reduction procurement and sub-contracting strategies.
• Conceptualize, elaborate, and implement a contract strategy, including tendering processes and evaluation, contractor appraisal, evaluation, offers negotiation, contract and contractor management, legal considerations, payment conditions, and risk assessment.
• Conceptualize, elaborate, and implement strategic procurement elements for complex and high-value actions in consultation with the Country Office teams.
• Provide prompt and timely advice in the planning of procurement resources and activities.
• Ensure procurement planning and reporting progress on quarterly basis.

2.) Efficient management of procurement processes including procurement processes during crises.

• Review and advice on the requisitions and procurements plans prepared by the CO Projects and units, ensuring that related responsibilities are adequately designated, and that the time and resource estimates are adequate for the success of the proposal.
• Implement systems for procurement processes including oversight of procurement process cycle actions.
• Review, comment, edit and finalize the solicitation documents, criteria for evaluation, specifications/TORs, and evaluation reports, and participate in evaluation and contractual negotiations for contracts of high value and complexity, when required.
• Ensure that all procurement actions are initiated and completed through corporate ERP “Quantum” and “UNall” system.
• Ensure compliance with the policies and SOPs established for procurement oversight governing the Contracts, Assets and Procurement Committee (“CAP”), Regional (RACP) and Advisory Committee on Procurement (“ACP”).
• Provide advisory services on planned contracts, including negotiation of terms and conditions, in liaison with the Office of Legal Services (OLS/BMS) and Office of Financial Management (OFM/BMS), as needed.
• Establish/maintain system to ensure contract administration and provide advisory support services related to ongoing contract management, as needed.
• Elaborate and implement the internal control system which ensures that purchase orders are prepared and dispatched to corporate LTA suppliers through Quantum and take timely corrective action on purchase orders if problems arise

3.) Ensure effective relationship management with internal and external stakeholders.

• Develop and maintain an effective network with inter-agency procurement counterparts, in line with a One-UN approach.
• Establish and maintain a strong partnership with service providers to ensure economies of scale and client satisfaction.
• Develop a network with other Agencies in Ukraine to explore possible leverage across the UN system in the relevant region for the procurement of common goods and services.
• Collaborate with programmatic and gender focal points to align procurement strategies with organizational goals related to gender mainstreaming and gender-responsive budgeting.

4.) Facilitation of knowledge building and knowledge sharing.

• Undertake capacity building actions in various areas of procurement for the CO and project personnel, facilitate training and workshops in collaboration with other operations units, the Regional Procurement Advisor and RACP Chairperson, as required.
• Synthesize lessons learned and best practices in the procurement of goods and services.
• Make regular contributions to the procurement knowledge network and other communities of practice.
• Provide leadership in the establishment of a reputation of UNDP as the “Centre of Excellence”, which shares best procurement practices with other UN Agencies.
• Contribute to the evaluation of the performance of personnel in their positions, promote their personal and professional development to constantly improve the quality of their work and stimulate their collective and individual growth, as required by the CO.

5.) Promoting 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.

Supervisory/Managerial Responsibilities: Supervision and performance management and development of CO Procurement Unit. 

The Procurement Specialist will supervise a team of procurement staff and personnel (National and International) in the Country Office.

• Provide leadership and support to staff in the Procurement Unit.
• Supervise the performance of reporting staff, providing clear directions and regular monitoring and feedback on performance.
• Ensure the ongoing learning and development of reporting staff.

Competencies

• Core Competencies:

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact

Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems

Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands

Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results

Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration

Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Required Skills and Experience

• Cross-Functional & Technical competencies:

Business Direction and Strategy-System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management-Portfolio Management: Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment

Procurement & Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Procurement & Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Procurement & Procurement Management: The ability to acquire goods, services or works from an outside external source.

Procurement & Supplier/Relationship Management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or
practical situations.

Data & Data Analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.

Education:

• Advanced university degree (master's degree or equivalent) in Business Administration, Project Management, Administration, Economics, Social Sciences or related field is required. Or 
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• CIPS level 4 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. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage

Experience:

• Minimum of 7 years (with master’s degree) or 9 years (with bachelor’s degree) of relevant experience at the international level in procurement management is required.
• Experience managing high volume and complex procurement and supervisory experience are a requirement for this function is required.
• Experience in UN or International Public Sector Procurement is desirable.
• Experience managing procurement transactions and reporting through digital ERP systems is an advantage. 
• Proven track record of knowledge of UNDP policies and guidelines is an advantage.
• Experience of working in crisis country is an advantage.
• Experience in preparation of reports, contract documentation, and advisory briefs to a range of stakeholders, including internal teams, senior management, vendors, and partners is strongly desirable.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in mainstreaming Gender Equality into procurement activities is an asset. 

Language requirements:

• Fluency in written, oral, and spoken English is required.
• Knowledge of another UN language is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

UNDP participates in the Scheme for the disclosure of safeguarding-related misconduct in recruitment processes within the humanitarian and development sector (Misconduct Disclosure Scheme). In line with this Scheme, UNDP will contact previous employers of job applicants to request information about any investigations or findings of misconduct concerning allegations of sexual exploitation, sexual abuse and/or sexual harassment (sexual misconduct) against the applicant, during or after their employment. By submitting a job application, the applicant confirms to have understood and consented to UNDP contacting the applicant’s prior employers to request any such information on sexual misconduct concerning the applicant during UNDP’s recruitment process.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.