Summary of
functions:
- Planning, implementation and oversight
- Service delivery and support in business acquisition
- Knowledge management and sharing
1. Planning,
implementation and oversight
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Provides cost effective and efficient supply and service solutions that
contribute to achievement of broader office and organizational objectives.
Supports management, portfolio and project managers in Ukraine Office and other
country offices in ECR on issues related to implementation of strategies in
procurement of goods and services.
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Ensures compliance with UNOPS Financial Rules & Regulations, General Terms
& Conditions, and Auditor's recommendations/ observations in all
procurement activities. Provides guidance to staff of the procurement and
customer units in all related rules and regulations.
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Contributes to and develops procurement strategies and plans for Ukraine office
in line with UNOPS business strategy, forecasting, market analysis and risk
management tools. Provides support to portfolio/project management teams in
development of procurement plans for portfolios/projects.
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Develops tools, guidelines, and Standard Operating Procedures to support
management and assist portfolios and projects in procurement activities.
Ensures that risk assessments are undertaken as needed particularly for large
value procurement or multi-year contracting in consultation with relevant
business owner.
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Informs and seeks in every procurement activity to be compliant with “green”
and sustainable standards in procurement.
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Provides or arranges for pre-clearance of all Invitations to Bid, Requests for
Proposal, Award Recommendations above $50K, CPC Submissions (HQCPC/LCPC), Contracts,
and Long Term Agreements (LTAs) related to contracting for goods and services
for Ukraine office.
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Advises, guides, and supports internal clients and stakeholders during all
phases of the procurement cycle including vendor performance management;
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Contributes to establishment and maintenance of long term agreements for
strategic commodities and services;
- Leads or participates in negotiations with potential
clients, clients’ and suppliers’ representatives on major contracts and
coordinates all LTAs, as requested by the projects/programmes.
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Supports the portfolio and project management teams in planning, developing and
managing procurement and contractual aspects of projects related to the
procurement of diverse services and commodities including the implementation of
long term agreements for goods/services required or potential required on a
recurring basis and taking into account local/regional economic and other
conditions;
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Supports and advises requisitioners, recipient entities and potential clients
on the full range of procurement issues, providing support and guidance at all
stages of the procurement cycle (defining with requesting entity the best way
of providing goods and services, including planning with procurement deadlines
for each stage, review of requisitions for completeness and adequacy of
technical specifications; preparation of proper and complete specification for
equipment and materials, Terms Of Reference for the preparation of Request For
Proposals (RFP), Request For Quotation (RFQ) and Invitation To Bid (ITB),
ensuring clearance/approval by respective units of the requests);
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Prepares/oversees preparation and distribution of invitations to tender and
manage/conduct all aspects of bid/proposal evaluations;
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Prepares a variety of procurement related documents, including purchase orders,
contracts, communications, guidelines, instructions etc.;
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Formulates strategies and designs innovative solutions to resolve
issues/conflicts for complex procurement projects;
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Oversees adherence to contractual agreements, recommend amendments and contract
extensions, advise concerned parties with respect to contractual
rights/obligations;
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Develops and maintains appropriate supplier performance management system,
including processes and controls to ensure that records are kept updated, and
results of supplier performance evaluations are monitored and information is
used to continuously improve sourcing and supplier relationship management.
2. Service
delivery, procurement project coordination/management and support in business
acquisition
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Ensures that all procurement activities undertaken in Ukraine Office are fully
compliant with UNOPS Regulations and Rules, Procurement Manual and other
relevant Organizational Directives.
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Provides management (including coordination, oversight and reporting) of
implementation of procurement projects and activities, when requested and
assigned by the Head of Ukraine Office.
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Establishes and maintains work programme schedule for ongoing contracts and
newly planned contracts;
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Provides support to portfolio/project management teams of Ukraine office in
implementation of procurement activities
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Provides solutions to portfolio/project management teams and senior management
of Ukraine office in procurement activities in line with UNOPS rules and
regulations
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Signs purchase orders/contracts up to the authorized limit and in cases where
the amount exceeds authorized signature authority, seek prompt approval from
the Procurement Authority and/or prepare submissions to the Contracts and
Procurement Committee (HQCPC/LCPC) for review and subsequent approval by the
authorised official;
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Supports the preparation of project proposals in the field of procurement to be
submitted to the donor community for financing;
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Represents, upon request of the Head of Office and Deputy Head of Office,
Ukraine, in negotiations, meetings and follow ups with donors, governments,
clients;
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Coordinates/Manages the project design for procurement projects or procurement
components of projects;
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Builds and maintains a network of key business partners to keep UNOPS effective
procurement capacity in the market;
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Ensures that all procurement activities undertaken in Ukraine Office are fully
compliant with UNOPS Regulations and Rules, Procurement Manual and other
relevant Organizational Directives;
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Provides management (including coordination, oversight and reporting) of
implementation of procurement projects and activities, when requested and
assigned by the Head of Ukraine Office;
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Establishes and maintains work programme schedule for ongoing contracts and
newly planned contracts;
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Provides support to portfolio/project management teams of Ukraine office in
implementation of procurement activities;
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Provides solutions to portfolio/project management teams and senior management
of Ukraine office in procurement activities in line with UNOPS rules and
regulations;
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Signs purchase orders/contracts up to the authorized limit and in cases where
the amount exceeds authorized signature authority, seek prompt approval from
the Procurement Authority and/or prepare submissions to the Contracts and
Procurement Committee (HQCPC/LCPC) for review and subsequent approval by the
authorised official;
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Supports the preparation of project proposals in the field of procurement to be
submitted to the donor community for financing;
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Represents, upon request of the Head of Office and Deputy Head of Office,
Ukraine, in negotiations, meetings and follow ups with donors, governments, clients;
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Coordinates/Manages the project design for procurement projects or procurement
components of projects;
- Builds and maintains a network of key
business partners to keep UNOPS effective procurement capacity in the market.
3. Knowledge
management and sharing
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Facilitates work and coaches team, shares knowledge and expertise in managing
operations, institutionalizes knowledge sharing among procurement staff and in
interacting with clients and partners;
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Monitors/develops innovations in procurement and, in coordination with UNOPS
Procurement Group, proposes their inclusion in the business plans of UNOPS
Ukraine and other country offices in ECR for testing and/or implementation;
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Identifies training needs, plans training activities in the area of
procurement. Provides training sessions in English to the office staff in
charge of procurement activities as required in the office training plan, to
implement harmonized and solid procurement capacity within Ukraine Office and
other country offices of ECR;
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Synthesis of lessons learned and best practices in procurement. Contributes to
the oversight of lessons learned procedures in procurement, ensuring that
lessons learnt are shared in a timely and appropriate manner;
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Ensures routine and effective capacity building activities in procurement are
conducted in order to build the long-term and sustainable capacity of the
staff;
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Contributes to development and update of tools and guidelines in procurement in
light of changing circumstances for purposes of complying and/or streamlining
of existing procurement procedures and for the platform of data management and
ensuring information and knowledge sharing.
4. Impact of Results
The Procurement Manager directly impacts on achievement of results of Ukraine
office by supporting the Head of Office, Deputy Head of Office and
Portfolio/Project Management Teams to introduce and implement effective
procurement methods and strategies, reduced risks, cut costs and improve
success rates. This consequently reinforces the visibility and image of
the UNOPS as an effective service provider in procurement and strengthens its
competitive position as a partner of choice in sustainable development and
project services.