Procurement Assistant (Regular NPSA-5) - Addressing the impacts of energy crisis and initiating solutions toward energy security and addressing energy poverty/FPI (EU-funded project)
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.
Starting with October 2021, Moldova is facing a significant increase of gas prices as a consequence both of very tight global energy markets and a recently amended contract with Gazprom Moldova gas supplier. During the winter season 2021-2022, Moldova purchased its gas at prices about three or four times higher than in previous years which represented about $770/1000 cubic meters in October, $450/1000 cubic meters in November and December and $650/1000 cubic meters in January 2022. The prices are highly dependent of international gas market fluctuations which puts Moldovan Government in the situation to quickly react in case of unforeseen excessive price increases. This has put significant pressures on Moldova’s public finances and on the ability of the most vulnerable citizens to afford gas throughout the winter. The situation is becoming more complex as the Gazprom applies a rigid approach in terms of contractual deadlines for payments of advances, which has not been the case ever before.
In response to this energy crisis, the Government of Moldova introduced a State of Emergency on October 22, 2021 and January 20, 2022 and has prepared an urgent response to strengthen the social protection system’s ability to respond to increased energy tariffs. The Moldovan Government response is to ensure compensations measures for heating of all population in the proportion of 67% (from tariff increase) in December 2021 to 80% in January 2022.
Given the increase of gas tariffs will lead to subsequent increases of the electricity prices, the entire national economy and population will be affected. In this circumstances, Moldovan Government is looking to diversifying gas and electricity supply, to strengthen its energy security and enabling a transparent, fully open and well-functioning energy market.
For a country in which nearly two thirds of the population lived on less than $10/day before the pandemic began, where the expenditure on food and energy absorbs the vast majority of vulnerable household incomes, and where the vulnerable households generate the lion’s share of its electricity from gas, the current energy price increase has already shown significant implications. Energy poverty is to deepen, particularly for the poor households that are having to face a three to four- fold increase in energy prices (for gas and electricity) during the 2021-2022 heating season and beyond.
Combined with the country’s aggravated context by the COVID-19 pandemic (5th COVID19 wave as the Omicron variant outbreaks) and on-going macroeconomic social distress, the energy shocks also pose major risks to the Government’s reform program, which seeks to strengthen Moldova’s alignment with European and global good governance practices and is central to Moldova’s hopes for achieving the SDGs. The current geopolitical situation brings additional urgency to pursue these actions.
The acute gas supply crisis in Moldova has also been subject of discussions within the Moldova-EU Association Council meeting on October 28, 2021. The EU and Moldova stressed the importance of resilience against any potential efforts by third parties to use energy as a geopolitical lever. The Association Council recalled the importance of continued energy market reform to strengthen competition and transparency in this sector. The EU has urged Moldova to ensure that the energy sector reform demonstrates full respect of the Energy Community acquis and is in line with the EU Third Energy Package. The EU side confirmed its support to the objective of Moldova to synchronize its electricity network with the Continental European Network (CEN), an important step towards the integration into the EU energy system and market.
Under these circumstances the Government of Moldova will be assisted to tackle the current energy crisis and energy poverty, and addressing prioritized systemic elements in the energy sector to cope with potential future energy crisis. In partnership with EU, UNDP Moldova will therefore, support the Government of Moldova:
- To tackle the current energy crisis and energy poverty, and addressing prioritized systemic elements in the energy sector to cope with potential future energy crisis
- To support the Government of Moldova in building its capacities towards strengthening the national energy security, as well as in improving the legal and regulatory framework and operationalizing specific rapid large-scale interventions to tackle energy poverty and support most vulnerable and affected groups of population and businesses.
The Project duration is envisaged between 2022- 2023 with support from Foreign Policy Instrument (herewith FPI) of EU.
Scope of Work
The Procurement Assistant in close cooperation with the project team, under the direct guidance and supervision of the Procurement Coordinator and Programme Manager, will ensure the provision of financial and administrative services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. More specifically:
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and Programme work-plans;
- In accordance with the Programme Work Plan support the Procurement Coordinator in procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
- Draft annual Programme procurement plan and keep it up to date, as well as draft periodical procurement reports based on inputs from Programme team;
- Organize procurement processes, including preparation and conduct of micro-purchases, RFQs, ITBs or RFPs, by drafting bidding/selection documents (or address direct invitations to submit offer), receipt of quotations, bids or proposals, their preliminary screening, participate at the negotiation of conditions of contracts, in full compliance with UNDP rules and regulations;
- Support the Procurement Coordinator in organizing procurement processes with respect to individual consultancy services (ICs, RLAs, Rosters), coordinate receipt of applications and financial proposals, their preliminary screening, participate at the negotiation of financial proposals or contract conditions in full compliance with UNDP rules and regulations;
- Prepare the submission packages to the Contract, Asset and Procurement Committee (CAP);
- Draft contracts’ packages for goods and services for management approval;
- Draw up and maintain evidence and monitoring of awards and contracts with project implementing partners, consulting organizations, contractors, etc.;
- Maintain records on national/international consultants and their respective status (contracts, ToRs, and attendance – if appropriate, etc.) in accordance with corporate policies and procedures;
- Monitor and draft in Quantum system supplier’s performance with respect to the quality and timely delivery of goods/services;
- Create and manage e-requisitions in Quantum;
- Arrange for equipment maintenance and insurance as required, manage office stationary supplies;
- Maintain an assets and spare inventory including verification and transfer when required and provide inputs for corporate reporting on assets and inventory.
- Verify supplier’s information in Quantum and collect Supplier data forms for updating information to further submit for update in Quantumto the Procurement Coordinator.
- Assume responsibility for archiving Programme documents in accordance with UNDP SOP on archiving, transfer the packages to relevant UNDP CO focal person, as well as keep evidence of archived packages;
- Prepare timely inputs to project reports in the area of responsibility as necessary;
- Provide other administrative support when required by the Programme management.
- Pass the Mandatory Learning Courses and submit certificates to Human Resources for records;
- Keep abreast of UNDP rules and regulations in the area of responsibility and maintain an optimum level of knowledge by continuous learning;
- Provide inputs for elaboration of proposals and implementation of cost saving and reduction strategies in consultation with Project management.
The key results have a direct impact on the overall successful achievement of the Programme objectives. Accurate analysis and presentation of information enhances UNDP’s position as a strong development partner. The information provided facilitates decision-making of the Programme Board, the Beneficiary and UNDP management.
Direct supervisor: Procurement Coordinator.
Under the guidance and direct supervision of the Procurement Coordinator and Programme Manager, the incumbent contributes to an effective and efficient implementation of programme objectives through a range of actions contributing to the design, planning, management and monitoring of activities. The Procurement Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The Procurement Assistant works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
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/Results-based Management:
- Ability to manage programmes and projects with a focus at improved performance and demonstrable results
Business Management/Project Management:
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
- Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making
- Knowledge of processing, storing, and validating procurement data
- Ability to find, evaluate and engage suppliers of goods and services
Administration & Operations:
- Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Required Skills and Experience
- Secondary Education with training in procurement.
- University Degree (Bachelor´s Degree) in economics, law, public administration, business administration or another related field would be desired.
- A minimum of five (5) years (with Secondary Education) or two(2) years of experience (with Bachelor´s Degree) in administrative work, procurement, economics, experience in development assistance or related work for a donor organization, consulting company, or NGO is required.
- Previous experience with EC/UNDP is a strong advantage.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
- Displays cultural, gender, religion, race, nationality, age sensitivity and adaptability;
- Treats peers fairly by maintaining consistent values, inspiring trust and confidence through personal credibility;
- Accepts responsibility and accountability for the quality of the outcome of his/her decisions.
- Ability to handle multiple tasks simultaneously and ability to prioritize.
Desired additional skills:
- Continues to seek new and improved methods and systems for accomplishing the work of the unit
- Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.
- Adapts flexibly to changing situations, overcomes obstacles and recovers quickly from set-backs
- Focuses on result for the client and responds positively to feedback
- Ability to achieve results and meet strict deadlines in an effective manner
- Consistently approaches work with energy and a positive, constructive attitude.
- Fluency in oral and written English, Romanian and Russian.
- Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.
- Certification in procurement is an asset.
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
- Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.
Applicant information about UNDP rosters
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Data de încheiere a postului vacant: 24 April 2023
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