Procurement Assistant (NPSA-6)

Background
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.
The UNDP, UNFPA and FAO Joint Programme “Unleashing young people’s and vulnerable citizens’ creativity and innovation by strengthening their adaptive capacity to address the economic and food insecurities in the exposed communities of the Aral Sea region” financed by the Multi-Partner Human Security Trust Fund for Aral Sea region (MPHSTF). The Programme will contribute to addressing multiple human insecurities of people, living in the most vulnerable districts of Karakalpakstan, which are fully aligned with the policies and strategies of the Government of Uzbekistan on addressing the Aral Sea crises.

The Joint Programme has three major objectives as follows:

Reduce the vulnerabilities of unemployed, unskilled youth and women and returning migrants through the empowerment and promotion of essential entrepreneurial skills, and youth-led innovations in the region;
Create an enabling environment for income generation for rural communities (with focus to youth and women) through promoting innovative agriculture practices and piloting new agriculture initiatives;
Enable the development of smart communities through digitalization, better access to social infrastructure and community engagement with focus on youth.

The Joint Programme has two offices based in Nukus and in Tashkent. One of the functions of the Nukus office is implementing social infrastructure and business projects in order to improve the living standards of the rural population suffered from the negative consequences of the Aral Sea crisis, while the Tashkent based component of the Programme is established through government cost-sharing for intensifying the work with the Government on establishing the Multi-partner Human Security Trust Fund for Aral Sea region. Procurement Assistant will support both project teams, based in Tashkent and in Nukus in order to ensure that Programme’s planned activities are implemented in an efficient and effective manner.
Duties and Responsibilities
Under the guidance and direct supervision of the Joint Programme Manager, and in close collaboration with UNDP Sustainable Development Cluster, Operations units and Programme Administrative and Finance Specialist, the Procurement Assistant provides the following services ensuring high quality, accuracy and consistency of work:

Based on consultations with the Joint Programme Manager, relevant UNDP programme and operations unit colleagues, perform procurement related operations in accordance with Programme AWP and Procurement plan, and in line with the UNDP rules and procedures;
In consultation with the relevant team, organization of procurement processes, including preparation of the bid documents e.g. Requests for Quotations, Invitations for Bids or Requests for Proposals, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions, selection of potential contractor; awarding the contract/PO, monitor contractual relations and performance of signed contract;
Undertake all activities on customs clearance and transportation of all imported equipment/commodities procured by the programme on timely manner;
Support the Joint Programme in developing/monitoring and implementing the programme procurement plan, identifying procurement priorities and developing the procurement budget of the programme;
Prepare submissions to the Contract, Asset and Procurement Committee (CAP), Advisory Committee on Procurement;
Assist Joint Programme in provision of organizational and administrative support in implementation of programme activities in Tashkent, including organization of roundtables, workshops, trainings, working meetings and other events;
Assist in maintaining, updating and transmitting inventory records of non-expendable equipment in accordance with UNDP rules;
Support with analyzing the potential problems concerning procurement issues and take respective measures to provide adequate programme’s resources in time for implementation of the programme activities;
Regular update of a database of contract documentation, terms of references, list of suppliers of goods and services;
Draft correspondence of a complex or sensitive nature and prepare special reports, evaluations and justifications as required by the Programme Manager on procurement related cases;
Perform any other functions assigned by the supervisor in the scope of current position.

Institutional Arrangement

Under the direct supervision and guidance of the Joint Programme Manager, the Procurement Assistant provides operational and thematic services ensuring high quality, accuracy and consistency of work. The PA works in close collaboration with project, operations, and programme’s staff in the UNDP CO to exchange information and ensure consistent service delivery, and undertake day-to- day responsibility for operational and thematic support services for the satisfactory achievement of the project component outputs.
Competencies
Core Competencies

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

Business Management - Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management - Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business Management - Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management - Operations Management: Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
Administration & Operations - Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance - Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, 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

Desired skills in addition to the competencies covered in the Competencies section

Proficiency in the use of computer software applications.
Experience in handling web-based management systems;
Ability to handle multiple tasks simultaneously and ability to prioritize

Required Skills and Experience
Education:

Secondary education.
Bachelor’s degree in economics, finance, business administration, procurement or accountancy, logistics, management and other related fields would be desirable.

Experience:

6 years of work experience in the area finance, administration, procurement, office management, or related fields.
Alternatively, of in possession of Bachelor’s degree, three (3) years of relevant work experience in the area finance, administration, procurement, office management, or related fields would be required.

Language:

Proficiency in English, Uzbek and Russian (written and spoken).

Required skills:

Experience in finance and administration is a strong asset;
Flexibility and ability to work under pressure and with limited time frames;
Experience in handling ERP system is an asset;
Experience in programmes related to Aral Sea region development is an asset.
Ability to use IT;
Established knowledge of procurement procedures;
Ability to meet deadlines under pressure in a results-oriented environment;
Ability to learn and adapt quickly.