Background

In 2012 UNDP launched a programme “Improving the Quality of Moldovan Democracy through Electoral and Parliamentary Development” (referred to as the “Democracy Programme”). The programme has two large components: parliamentary support and electoral support. The electoral component of the programme provides multi-year institutional development support for the Central Electoral Commission of the Republic of Moldova. The programme originally had three areas of intervention: (1)  embed gender and human rights in its policy processes, (2) improve the institutional environment for electoral management body and (3) improve the voter registration process

During implementation of the first phase of Democracy Programme between 2012 and 2014 a number of new developments have taken place in the context of electoral administration and in the wider context of governance in the Republic of Moldova. To address these developments the Programme has been expanded to include a number of additional interventions (referred as Electoral Component, Phase II). Starting from 2014 the programme will support Center for Continuous Electoral Training established under auspices of CEC to train electoral administrators, to support electoral reform and implementation of political party finance legislation should it be implemented and to support development of key registers such as Official Address Register and others required for functioning of the State Register of Voters.

Duties and Responsibilities

Procurement Assistant will work under guidance and direct supervision of the Component Manager and Electoral Specialist in order to ensure smooth running of the Democracy Programme/Elections office, provision of administrative services of the highest quality and standards to the project team, UNDP Country office, as well as national counterparts and clients. Project Procurement Assistant will work in close collaboration and coordination with second Component Manager of the Programme (Phase I) and other administrative project personnel.

In addition, the Procurement Assistant will assist Electoral Specialist, both Component Managers and other programme staff in implementation of day-to-day activities, when needed.

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 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.

Procurement:

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• In accordance with the Programme Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UNDP rules and procedures;
• Draft yearly Programme procurement plan and periodical procurement reports based on inputs from Component Managers;
• Organize procurement processes, including preparation and conduct of RFQs, ITBs or RFPs, development of bidding documents, receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts, in full compliance with UNDP rules and regulations;
• Organize procurement processes with respect to individual consultancy services (ICs, RLAs), coordinate receipt of applications and financial proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Prepare the submissions to the Contract, Asset and Procurement Committee (CAP);
• Draft contracts 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 consultants and their respective status (contracts, ToRs, and attendance – if appropriate, etc.) in accordance with corporate  policies and procedures;
• Monitor supplier’s performance with respect to the quality and timely delivery of goods and services;
• Create and manage e-requisitions in ATLAS;
• 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.

Administrative management:

• Assume responsibility for administrative matters of a more general nature, such as maintaining and regularly updating the project’s database, registry and maintenance of project files and records;
• Make pertinent logistical arrangements for different events organized by the programme, assist with drafting and translation of the minutes for these events and, coordination of field visits and international missions to the project; 
• Draft and translate correspondence and other programme documents (minutes of Project Board, technical meetings, and other);  
• Interpret during programme meetings/events;
• Prepare timely inputs to programme reports in the area of responsibility;
• Provide general efficient receptionist and information services;
• Provide other administrative support when required by programme management.

Financial assitance:

• Assist in preparation of requests for direct payment;
• Verify vendor’s information and set up vendors in Atlas, if delegated by Country Office;

Other duties:

• 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 Programme management.

The key results have an impact on the overall successful implementation and achievement of the objectives of the Programme. The information provided facilitates decision-making of the Project Board and UNDP management.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Exerts strict adherence to corporate rules, regulations and procedures.  Familiarity with the internal control framework and results-based management tools is a must.
• Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience.
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Job Knowledge

• Understands the main processes and methods of work related to the position (procurement and administrative management).
• Possesses basic knowledge of organizational policies and procedures related to the procurement and administrative management and applies them consistently in work tasks.
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
• Demonstrates good knowledge of information technology and applies it in work assignments.

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of programme, managing data, reporting.
• Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment
• Ability to establish and maintain contacts with senior-level officials of the host government required.
• 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.
• Strong inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds.
• Excellent planning and organizational skills.
• Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.

Self-Management

• Acts as a team player and facilitates team work.
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:

• University Degree in economics, finance, accounting, law, public administration or other related field.

Experience:

• At least 4 (four) years of experience in administrative work, procurement, accounting/finance, economics, or other relevant area is required.
• Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Fluency in oral and written Englishand Romanian is required.
• Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.
Applications should be submitted on line and include fully completed Personal History Form (P11) as attachment instead of CV/resume.
Please note that only applicants who are short-listed will be contacted.