Procurement and Compliance Analyst, NPSA-9, DS

Background

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. According to the most recent Rapid Damage and Needs Assessment, poverty has risen in a year from 5.5 percent to 24.1 percent, and Ukraine’s GDP has shrunk by 29.2 percent. As a consequence, there have been dramatic setbacks to many of the Sustainable Development Goals, especially those related to poverty, health, education, energy, industry, peace and justice. It is estimated that $411 billion is now needed to rebuild and recover from the full-scale Russian invasion. 

As part of the coordinated UN response, UNDP has been assisting the people and Government of Ukraine to recover and reconstruct from the onset of the full-scale invasion, ensuring that immediate needs are linked to long-term goals.

Energy, and energy efficiency are highest on the agenda of the Government in Ukraine, and the latest developments caused by the war have significantly increased their position on the EU agenda too. The important role of Ukraine in supplying the EU with natural gas, the political stability tied to the question of tariffs for energy resources, and the significance of energy sources to the economic growth of particular economic sectors (chemical industry, metallurgy, agriculture et al) make the energy sector in the Country one of paramount strategic importance.

Despite its significant energy reserves, Ukraine imports 20% of its energy consumption (according to State Statistics, Naftogaz, NESU, A-95 CG, IMF, Eurostat) which is in large part due to the country’s low energy efficiency. 

The building sector (residential, commercial and public services) consumes 37% of total heat and 25% of all electricity in Ukraine, making this sector a major contributor to greenhouse gas emissions. Energy efficiency in buildings in Ukraine is on average approximately three to four times lower than that in West European countries (GIZ, 2014).

The situation has been further exacerbated by the war in Ukraine, launched in February 2022. The events have already resulted in significant loss of life, unprecedented displacement, internally and towards neighbouring countries, and devastating destruction of homes and critical infrastructure.

Wide-scale damage to the energy and water networks is crippling essential public functions required to enable the Government’s support for the first responders and humanitarian actors in war-affected areas of Ukraine. This includes hospitals, clinics, fire stations and police stations not being able to operate due to a lack of electricity, gas, or water.

The Ukraine Public Building Energy Efficiency (UPBEE) Project (hereinafter – the project) will introduce municipal energy management systems which will link to a national level database with building-level energy-consumption profiles and technical characteristics of buildings. It is estimated that to achieve the rehabilitation of 1,000 buildings will need ca. 2,000 building level energy audits. For the purpose of an efficient absorption of the financial resources, the project management team will have access to comprehensive and full information on the types, methods and methodologies required to address local needs. 

UNDP has a state-of-art, one of the most impartial, transparent and effective procurement system and procedures in the world which will be, naturally, applied during contracting. However, part of the procurement should be conducted by municipal administrations in compliance with national legislation. UNDP will provide assistance in preparation tender documentation and expert support to ensure highest quality level of tender process. 

In order to enable continuous high-quality MRV, UNDP will ensure that all participating municipalities will have a municipal energy management and energy monitoring system that is linked into a national system in which results, and reports can be consolidated. This will allow to i) establish a reliable baseline of energy consumption and ii) facilitate the establishment of robust energy-management structures and practices at local and central level. 

 In close cooperation with the EU, Eastern Europe Energy Efficiency and Environment Partnership, European Investment Bank, Ministry of Communities, Territories, and Infrastructure Development, Ministry of Finance of Ukraine, Project will support local communities and municipalities to implement their Sustainable Energy Recovery Plans ensuring rebuilding the destroyed and/or damaged by hostilities public buildings using the best energy efficient technologies.

The main goals of the project include the following:

• Strengthened local governance capacity for project preparation and implementation;
• Improved financial management in project implementation;
• Provided entire Sub-Project cycle assistance to Beneficiaries including preparation, implementation and reporting;
• Provided entire Sub-Project cycle assistance to Beneficiaries including preparation, implementation and reporting;
• Ensured monitoring and sanctions screening;
• Facilitation of the stakeholders engagement and cooperation at all stages of Programme implementation.

In this regard, UNDP Ukraine invites applications from highly qualified and experienced professionals for the post of the Procurement and Compliance Analyst.

Duties and Responsibilities

Procurement:

• Ensure full compliance of procurement activities with UN/UNDP and EIB rules, regulations, policies and strategies;
• Support the procurement processes related with implementation of projects funded under EIB loan facility to ensure that it is fair, competitive, transparent, ethical and provides best value for money;
• Ensure provision of capacity development to the relevant units and departments of oblast-, city- and rayon-level administrations in project identification, preparation, implementation (integrated project preparation and implementation cycle) through trainings, seminars, information-sharing events, etc.;
• Develop and manage the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
• Organize and ensure efficient collaboration with relevant counterparts and their consultants under EIB authority in:
• Identifying unit costs and standard costs for typical and concrete sub-projects;
• Assessing for each sub-project any indicators of acquisition of sub-standard services and/or sub-standard equipment that could indicate mal-practices.

Reporting and oversight:

• Contribute to preparation of financial reports and forecast, including monthly and quarterly disbursement reports and financial reports for donors; ensure the reports are prepared in accurate manner;
• Provide expert financial operational support to the Project in accordance with EIB and UNDP rules and regulations and relevant Standard Operating Procedures (SOPs);
• Contribute to monitoring of financial processes related with implementation of projects by final beneficiaries of EIB loan facility in accordance with EIB and UNDP rules and regulations;
• Provide support in elaboration of proper mechanisms to eliminate deficiencies financial management; 
• Provide support in regular analysis and reporting on the delivery situation of the projects implemented under EIB loan facility.

Other

• Ensure technical support and guidance in establishing a project cycle profile with simple milestones for each phase of a project;
• Elaborate on and implement cost saving and reduction strategies;
• Participate in relevant working group meetings and share information with local partners;
• Synthesis of lessons learned and best practices in public procurement;

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

Institutional Arrangement

Under the direct supervision of the Project Manager and overall guidance of Team Leader, the Procurement and Compliance Analyst will be responsible for providing technical support on procurement and financial issues to regional and local government clients.

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 and 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 offers 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 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.
Busines Management	Risk Management	Ability to identify and organize action around mitigating and proactively managing risks
Business Direction & 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

Required Skills and Experience

Education:

• Advanced University degree  (Master's  Degree or equivalent)  in  Procurement, Logistics,  Business    Administration,     Public     Administration, Economics, Finance, Social Sciences or other related areas is required or
• A first-level university degree( Bachelor’s Degree) in the areas mentioned above in combination with additional 2 years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• CIPS level 3 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 2 years (with Master’s degree) or 4 years ( with Bachelor’s degree) of relevant professional experience at national or international level, in procurement/supply chain, reporting, accounting, auditing,  finance management or related areas is required.

Required  skills:

• Sufficient Excellent usage of computers and office software packages (MS Words, Excel, etc.) and knowledge of spreadsheet and database packages.
• Familiarity with the relevant Ukrainian national laws and procedures on public procurement and financial issues. 

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

• Experience in working or liaising with a UN Agency or International Organization in the field of procurement.
• Experience in working with UN procurement systems/procedures.
• Experience and knowledge of public procurement principles in Ukraine.
• Experience working with local partners at the national and municipal level in the international development context.

Required Languages: 

• Fluency in English is required.
• Fluency in Ukrainian is required for national personnel.

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. 

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.

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