Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women is operational in Moldova since 2010 on the basis of former UNIFEM projects, which were laid and active in the country from 2007. It extended continuous support to the Government of Moldova, to key stakeholders from national and local levels, through various programmes and activities aimed at creating an enabling environment for gender equality, recognized as a prerequisite for sustainable development with a strong and active policy on gender equality.

UN Women is one of the 16 agencies present in Moldova and operate a Country Office, with Delegation of Authority staring with June 2014. UN Women Country office has been established in the Republic of Moldova to provide continuous support for the Government, UN and Civil Society to promote gender equality and women’s empowerment based on the four key strategic areas in Moldova: (i) Women lead and participate in decision-making at all levels, (ii) Women, especially the poorest and most excluded, are economically empowered and benefit from development, (iii) Women and girls live a life free of violence and (iv) Governance and national planning fully reflect accountability for GE commitments and priorities.

Currently, UN Women is implementing the following major projects: “Joint Integrated Local Development Programme” (JILDP), Project on Enhancing Women’s Political Representation (WiP), Gender Responsive Budgeting (GRB) as part of a regional project, Women Labor Migrant project, as part of a global project. The first two projects are joint projects with UNDP. These projects are implemented through close inter-coordination at the policy, institutional and local levels in Moldova. The coordination is ensured through joint weekly meetings, coordination and cooperation around the key actions that are supported by the country office team with respect to program and operations functions.

Moldova Country Office is at the initial stage of implementation of the new strategic plan covering the period 2014-2017. This entails number of key momentums, including the completion of current and starting of new programs, raising funds for the new areas of engagement and focus, and implementing new programs, including Women in Leadership and VAWG, GRB, Romani Women, work in Transnistria, Labor Migration, as well as capacity building of CSOs, including in the framework of the CSO Advisory Board.

Duties and Responsibilities

Under the guidance and supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The Procurement Associate works in close collaboration with the Operations Team of the Moldova CO as well as with the programme and project teams in UN Women in Moldova and in the region for solving complex procurement and HR-related issues and information delivery.

The incumbent is expected to exercise full compliance with UN Women programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Summary of key functions:

• Organization of procurement processes;
• Logistical and General administration support;
• Facilitation of knowledge building and knowledge sharing.

Support to organization of procurement processes for Moldova Country Office:

• Pro-actively contribute to day-to-day CO Strategic Note implementation and ensure conformity to expected results and work-plans;
• In accordance with the CO Annual Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UN Women rules and procedures;
• Draft yearly procurement plan and periodical procurement reports based on inputs from project managers;
• Review procurement incoming requests for completeness, adequacy, clarity of specifications, funds availability etc.;
• Organize procurement processes, including preparation and conduct of RFQs, ITBs or RFPs, development of bidding documents, receipt of quotations, bids or proposals, their evaluation, prepare requests for contract award, in full compliance with UN Women rules and regulations;
• Organize procurement processes with respect to individual consultancy services (CfCs, RLAs), coordinate receipt of applications and financial proposals, their evaluation, prepare requests for contract award in full compliance with UN Women rules and regulations;
• Prepare the submissions to the Local (Regional or HQ) Acquisition Management Review Committee (L/R/HQ AMRC) for Country Office related procurement;
• Support the review and analysis of the L/R/HQ AMRC Committees meeting minutes in order to identify strategic improvement goals for the CO and projects;
• 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.

Logistical and General Administration support:

• Assume responsibility for administrative matters of a more general nature, such as maintaining and regularly updating the Country Office 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 Country Office;
• Prepare timely inputs to Country Office reports in the area of responsibility;
• Provide other administrative support when required by programme management;
• Assist in preparation of requests for direct payment;
• Verify vendor’s information and set up vendors in Atlas, if delegated by Country Office;

Facilitation of knowledge building and knowledge sharing:

• Keep abreast of UN Women 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 CO management.

Perform any other duties as may be assigned by the management of the CO.

Impact of Results

The key results have an impact on the overall CO efficiency in procurement and administration and success in implementation of operations strategies. Accurate analysis and presentation of information, well organized transparent administration and procurement processes ensure client satisfaction and timely delivery of UN Women programmes/projects. The information provided facilitates decision making of the management.

Competencies

Core Values / Guiding Principles:

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

 Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies:

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:

• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
• Ability to perform a broad range of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets;
• Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment;
• 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;
• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexity.

Required Skills and Experience

Education:

• University Degree in economics, finance, accounting, law, public administration or other related field;
• Specialized training in procurement an advantage.

Experience:

• Minimum 4 years of experience in administrative work, procurement, accounting/finance, economics, or other relevant in a national or international organization 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 is preferred.

Language:

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

The United Nations in Moldova is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply

Application Process

This is a local position, therefore only citizens of the Republic of Moldova are eligible to apply. Applications should be submitted on line and include fully completed UN Women Personal History Form as attachment instead of CV/resume, with the mark “Procurement Associate /UN Women Vacancy” by 23 March 2015, COB.

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.

Note:

The system will only allow one attachment, hence all supporting document e.g. P11, CV and Cover letter must be scanned as one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only qualified, shortlisted candidates will be contacted for test and interview.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.