Procurement Associate

Mission and objectives

UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Working with national, regional and local authorities, civil society and the private sector, UNDP supports Ukraine in its efforts to eliminate poverty, strengthen people’s capacity, achieve equitable results, sustain the environment and advance democratic governance. UNDP’s work aligns with the 2030 Agenda and the Sustainable Development Goals (SDGs), supporting national priorities through targeted capacity development.

Context

The full-scale war that escalated on 24 February 2022 has caused critical environmental damage across Ukraine. In response, state authorities have joined efforts to document war-related damage, with a particular focus on environmental impacts. From March 2022, the Parliamentary Committee on Environmental Policy and Nature Management, the Ministry of Environmental Protection and Natural Resources of Ukraine, the State Environmental Inspectorate and other bodies established the State Operational Center on Environmental Damage Assessment (SOC). One of SOC’s key goals is to develop legislation and practical mechanisms for recording and collecting evidence of environmental damage caused by the Russian military invasion.

Given the scale of recovery needs and limited governmental capacities, SOC requires external support from international partners. Within this framework, UNDP is engaging a Procurement Associate (National UN Volunteer Expert) to support the procurement of goods, services and individual consultants in full compliance with UNDP rules, regulations and procedures.

Working closely with UNDP programme staff, national counterparts and project team members, the Volunteer will contribute to transparent and efficient procurement processes and will promote UNDP’s mandate as a gender-responsive organisation with zero tolerance for discrimination, sexual harassment, and sexual exploitation and abuse.

Key responsibilities

Procurement planning and compliance

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies, including effective internal controls.
• Contribute to preparing and regularly updating the Procurement Plan based on Annual Work Plans and project activities.

Procurement processes and tender management

• Organise procurement processes, including preparation and conduct of RFQs, ITBs and RFPs; hiring individual consultants; receipt of quotations/bids/proposals; and support evaluation and negotiation in accordance with UNDP procedures.
• Verify and support drafting of Terms of Reference (TORs), technical specifications and Statements of Work (SOW) aligned with UNDP requirements, including evaluation criteria and scoring.
• Prepare submissions to Contract, Asset and Procurement Committees and the Advisory Committee on Procurement (ACP), ensuring smooth information and documentation flow.
• Serve as secretary for tender processes, including preparation of procurement documentation, coordination of evaluation committee meetings, and preparation of evaluation reports and records.

Systems, documentation and contract management

• Maintain and update corporate procurement systems and existing procurement tracking tools.
• Conduct and process tenders in Quantum (ERP) and support workflow processing through UNall (service management platform).
• Prepare Purchase Orders and contracts in Quantum and support performance management of procurement contracts; ensure timely corrective actions related to budget check errors or other issues.
• Implement proactive contract management, including follow-up on purchase order fulfilment, supplier communication and resolution of supply chain issues.
• Maintain adequate filing and documentary evidence for all procurement and contract management processes as required by UNDP policies and procedures.

Assets, logistics and operational support

• Support project management in physical assets disposal, including review and recommendations, preparation of documentation for Contract Review Committees, and entry of disposal details in Quantum.
• Oversee disposal processes and support accuracy of inventory data and related records.
• Ensure timely provision of supplies and logistical support to meet project operational needs.
• Support problem-solving, prevention of bottlenecks, and risk analysis related to procurement processes.
• Perform other related duties as assigned by UNDP management.

Sourcing strategy and e-procurement

• Develop and update rosters of suppliers and consultants, supporting supplier selection and evaluation in line with sourcing strategies.
• Support the use and implementation of e-procurement tools and relevant online modules applied within the Country Office.

Knowledge sharing and capacity building

• Provide trainings or briefings to project staff on procurement-related processes, as needed.
• Participate in procurement trainings organised by the Country Office procurement unit or UN HQ, and contribute to knowledge sharing within the team.

Requirements

• Bachelor’s degree in Procurement, Logistics, Management, Economics, Law, Business Administration, Public Administration, Engineering, Social Sciences or a related field.
• Minimum 7 years of relevant experience at national or international level in procurement/supply chain, logistics or related areas.
• Ukrainian: Fluent (required)
• English: Fluent (required)

Essential skills

• Strong knowledge of procurement processes and procedures, including competitive tendering and contract management.
• Proficiency in MS Office (Word, Excel) and strong digital literacy.
• Knowledge of automated procurement systems; advanced knowledge of spreadsheets/databases and experience working with web-based management systems.
• Ability to work effectively under pressure, with minimum supervision and tight deadlines, in a multicultural environment.
• Sound security awareness and readiness to work in a challenging context.
• Affinity with or interest in SDGs, crisis response and early recovery, volunteerism and the UN system.

Desirable skills

• CIPS Level 2 is highly desirable. Candidates holding this certification at the time of application will have a distinct advantage. If not available at recruitment, it should be obtained within 6 months of appointment.

Allowances

Volunteer Living Allowance (VLA): USD 2,076 per month (in UAH equivalent), including Well-Being Differentials for Ukraine’s “E” hardship classification.

Entry lump sum: USD 400 (one-time payment).

Medical and life insurance

Medical insurance: Provided to the UN Volunteer and eligible PFU dependents for the duration of the assignment and up to one month after contract end.

Life insurance: Coverage provided for the entire assignment period, with benefits payable to designated beneficiaries.

Leave entitlements

Annual leave: 2.5 days per month; unused days (up to 30) may be carried over if the contract is extended.

Learning leave: Up to 10 working days per 12 months, subject to approval and exigencies of service.

Certified sick leave: Up to 30 days per 12-month cycle.

Uncertified sick leave: 7 working days per calendar year.