Duties and Responsibilities
The duties and responsibility of the Project Specialist, Procurement will include :
Development of a plan and monitoring of procurements for every year according to UNDP format;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office and project management;
Determination and establishment of the cooperation development activities and preparation of draft documents;
Collection and systematization of the information on potential suppliers of services / goods;
Ensuring tender selection of the supplier of services / goods in accordance with UNDP requirements and procedures;
Preparation of motivations on the selected supplier of services / goods for consideration by the UNDP procurement committee;
Preparation, agreement upon and arrangement the approval of contractual documents pertaining to procurements of goods / services;
to control the progress of suppliers’ contractual terms and conditions and inform Project Manager Operations & Legal Affairs;
Provision of a strategic analysis of the project’s Annual Detailed Work Plan and recommendations to the Projects Manager Operations & Legal Affairs on execution of procurement services for the successful implementation of project activities and the achievement of planned project results;
Ensure effective and efficient implementation and management of procurement process, transparent and accountable process of procurement and supply chain management process, effective internal control mechanisms;
Promotion of a client-oriented approach consistent with UNDP rules and regulations and work in close collaboration with the UNDP CO, national partners, international / national experts and project staff for resolving complex procurement-related issues;
Responsibility for all procurement (contractual, organizational and logistical) matters under the project and provide necessary assistance to the Project Manager Operations & Legal Affairs in the implementation of day-
to-day project activities;
Creation of E-requisitions under signed contracts and tranches, monitoring requests for payment in Atlas;
Monitoring of project expenditures in accordance with the work plan and UNDP procedures;
As necessary, preparation of cash advance requests and securing of reporting in accordance with UNDP procedures;
Preparation of short-term contracts in accordance with UNDP requirements and procedures and exercising control over observance of contract terms and periods;
Keeping the catalogue of archive data, inclusion of all data on contracts, reports and etc. into it, revision and updating of them in an established format for subsequent use;
Development of a catalogue of materials on monitoring of the project and project activities (correspondence, reports, budget and financial expenses) in accordance with UNDP requirements;
Keeping an inventory list on provision separate expert with project equipment and their responsibility for it and monitoring of the equipment use;
Timely preparation of financial documents required for audit and other reporting.
Impact of results : The general impact of this post will be reflected in the results achieved by Project as defined in the project document.
Specific impact should be created through : active dialogue and coordination with the national stakeholders and on project activities implemented :
Become fully familiar with UNDP Operations Policies and Procedures;
Information provided facilitates decision making of the management;
High-level and effective communication and positioning of the project in the country;
Internal communication among project unit and programme is ensured.
Corporate Competencies :
Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.
Solid knowledge of administrative and secretarial work : understanding of financial processes and accounting;
Good knowledge of computer and organizational technology;
Ability to perform a broad range of activities related to workshop and meeting arrangements;
Excellent writing and presentation skills for preparation of presentations and reports in English and Russian;
Ability to use information and communication technology as a tool and resource.
Development and Operational Effectiveness :
Ability to planning, results-based management and reporting;
Ability to formulation, implementation, monitoring project documentation;
Good knowledge of UNDP procedures, user of software skills, knowledge of Atlas;
Ability to quick learning.
Management and Leadership :
Focuses on impact and result for the project and responds positively to feedback;
Demonstrates strong oral and written communication skills;
Builds strong relationships with staff and project partners;
Remains calm, in control and good humored even under pressure.
To report to and agree the actions upon with the Project Manager Operations & Legal Affairs;
To ensure timely and qualitative fulfillment of the requirements as contained in the Terms of Reference;
To ensure unconditional fulfillment of the requirements as provided for in the Employment Contract.
Required Skills and Experience
Minimum bachelor’s degree in the field of accounting, finance, business administration or other relevant academic discipline;
At least 5 years of work experience in administrative and financial area;
Experience in the international companies / organizations;
Good computer skills (especially Microsoft office applications) and ability to use information technology as a tool and resource;
Working knowledge of UNDP rules and regulations;
Knowledge of the ATLAS system is advantage.
Language Requirements :
Fluency in Kazakh, Russian and English;
Knowledge of other languages of the Hub participating countries would be an asset.