PROCUREMENT AND CONTRACT MANAGEMENT OFFICER: Moldova Energy and Biomass Project

Vacancy Number: 016 /Pr-2011

Background

The Moldova Energy and Biomass Project, a 4 year 14.56 million EUR project, funded by the European Union and UNDP and implemented by UNDP aims to contribute to a more secure, competitive and sustainable energy production in the Republic of Moldova through targeted support to the most viable and readily available local source of renewable energy, namely biomass from agricultural wastes.

The project purpose is to increase the use of renewable energy technology significantly through fuel switching and energy efficiency. It primarily focuses on improving heating comfort levels in rural public sector buildings including schools and community centres by using readily available waste straw supplied from local agricultural enterprises. The project will also stimulate local markets for improved household heating, industrial cogeneration, and biomass-based briquetting, as well as raise local capacity in the biomass sector, and promote the benefits of biomass energy and the project.

The project consists of four inter-related components as follows:
1. “Municipal biomass heating and establishment of fuel supply markets” aims to improve municipal heating of public buildings in rural areas and establish related fuel supply markets. Under this output 130 thermal heating systems primarily burning straw will be installed.
2. “Foundations laid for establishment of efficient household heating, industrial cogeneration and biomass briquetting markets” will focus on three emerging technology options for biomass energy in Moldova, which will be assessed, developed, and piloted.
3. “Building capacity for growth of biomass markets at regional and local levels in Moldova” aims to ensure that the benefits of biomass energy demonstrated and deployed under outputs 1 and 2 are delivered in a lasting and long-term way and that local capacities for further replication is ensured.
4. “The opportunities and benefits of biomass energy for Moldova are well known, and visibility of project results promoted” will facilitate widespread dissemination on the general and specific advantages and impacts of using biomass energy in Moldova. During the inception phase of the project, a communication and visibility plan will be elaborated.

Under the guidance and direct supervision of the Moldova Energy and Biomass Project Manager and UNDP Portfolio Manager the Procurement and Contract Management Officer will assist in the effective management of the project through a range of actions in relation to procurement and contract management. The Officer applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The main role of the Procurement and Contract Management Officer is to take a lead in all matters relating procurement, including the selection of contractors and the drawing up of contracts. In particular, the Procurement Specialist will be expected to work closely with the International Design-Build Advisor during the early part of the project, developing the experience and expertise necessary to manage the Design-Build procurement process independently.

The Officer works in close collaboration with the Project Team, Programme, Operations,
Communications and other project teams 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.

 

Duties and Responsibilities

Main Duties and Responsibilities:
The Procurement and Contract Management Officer will provide high quality procurement services to the Moldova Energy and Biomass Project (MEBP) ensuring their effectiveness, transparency, best value for money, according to UNDP rules procedures and meeting EU requirements.

The Officer manages the project procurement and provides solutions to a wide spectrum of complex issues related to procurement. The incumbent promotes a collaborative, client-focused, quality and results-oriented approach in the project.

Key Functions:

Procurement and Contract management

  • In accordance with the Work Plan arrange for timely and efficient procurement of equipment, supplies and services;
  • Organization of 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;
  • Organization of procurement processes with respect to consultancy services (SSAs, RLAs), receipt of applications and financial proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
  • Promote and monitor the transparency of the procurement and contractual processes, and the use of international best practices; ensure that contractual processes follow the stipulated UNDP/EU procedures; 
  • Draw up and maintain evidence and monitoring of awards and contracts with project implementing partners, consulting organizations, contractors, etc.;
  • Monitors supplier’s performance with respect to the quality and timely delivery of goods and services;
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management;
  • Prepare the procurement plans for the project and monitor their implementation; 
  • Prepare the submissions to the Contract, Asset and Procurement Committee (CAP); 
  • Arrange for equipment maintenance and insurance as required; 
  • Physically clear and ensure delivery of equipment and supplies procured for the various project sites; 
  • Maintain the equipment and spare inventory including verification and transfer when required;
  • Prepare periodical procurement and inventory reports; 
  • Create and mange e-requisitions in ATLAS; 
  • Pro-actively contribute to day-to-day MEBP implementation and ensure conformity to expected results and project work-plans;
  • Work with the project’s Training Specialist to provide on-the-job training and technical support to municipal authorities and potential fuel suppliers in parallel to the implementation of biomass heating projects, in the areas of competitive tendering, management of fuel supply, and quality control;
  • Review the procurement-related content of training materials on biomass energy systems developed under the project, and advise the Training Specialist as necessary;
  • Work with the project’s Business Development Specialist and Engineers to develop an outline design and contract a suitably qualified technology provider for a financing facility (most likely leasing or hire-purchase) for the supply of a package of equipment and services to prospective biomass fuel supply contractors; 
  • Undertake any other tasks requested on an ad hoc basis.


Additional Responsibilities:

  •  Assume responsibility for and manage effectively and efficiently financial, physical / material assets, etc in order to meet expected results.  
  • Apply UNDP programming and management tools including ATLAS.

 

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.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

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.

Development and Operational Effectiveness

  •  Ability to lead procurement processes using specific procurement methods (incl. RFQ, ITB, and RFP).
  • Ability to provide input to business processes, re-engineering, implementation of new system, including new IT based systems.
  • 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 communication and inter-personal skills; including the ability to effectively communicate with persons from a variety of backgrounds. 
  • Ability to achieve results and deadlines in a timely manner, maintaining a high standard throughout.

Leadership and Self-Management

  • 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 Business, Public Administration, Finance or another related field. Specialized training in procurement is required.

Experience:

  • At least five years of experience in procurement, supply chain management or purchasing. Profound knowledge of tools, procedures and international standards for the purchase of goods and services, preferably within the context of development programmes/projects;
  • At least three years of previous working experience in the implementation of international projects, preferably involving large scale procurement processes, or work for a donor organization, consulting company or NGO is compulsory.
  • Experience in similar positions in a UNDP and/or EU-funded project 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 both oral and written English, Russian and Romanian is a must.

 

Application Instructions

All interested candidates must complete a Personal History Form (P11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

Please note that only applicants who are short-listed will be contacted.

Application deadline: 06 February 2011