UNDP Moldova

Qu23/02820: CBM/National Consultant on Procurement.

Vacancy Number: Qu23/02820

Location:	Chisinau, Moldova
Application Deadline:	27 Sep 2023, 09:30 (GMT+3:00)
Application Extended deadline:	04 Oct 2023, 16:30 (GMT+3:00)
Starting date:	02 Oct 2023
Reference to the project:	European Union - Confidence Building Measures V
Expected Duration of Assignment:
Submission Instructions: The United Nations Development Programme (UNDP) is currently implementing Confidence Building measures Programme EU CBM V Programme that requires the services of an individual to provide procurement support during Programme implementation as described in this document. In consideration of your qualifications, we are hereby inviting you to submit an offer for this particular assignment. To assist you in understanding the requirements of this assignment, we have attached hereto the following: The Terms of Reference for the assignment described above; The standard Letter of Confirmation of Interest and Availability, which you must accomplish and submit to UNDP; The Individual Contract and its General Terms and Conditions, which you would be expected to sign in the event you are the selected Offeror in this procurement process. Should you be interested and decide to submit an offer for this assignment, kindly submit directly in the online supplier portal no later than the deadline indicated in the system. Offers must be submitted directly in the Quantum Supplier Portal following this link: http://supplier.quantum.partneragencies.org using the profile you may have in the portal (please log in using your username and password). Follow the instructions in the user guide to search for the competition using search filters, namely Negotiation ID: UNDP-MDA-00287 and subscribe to the competition in order to get notifications in case of amendments of the competition document and requirements. In case you have never registered before, follow this link to register a profile: https://estm.fa.em2.oraclecloud.com/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=300000127714247 based on the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Please note that the access link to the Supplier registered profile is sent from Oracle within up to 3 days. In case you have not received the access link after 3 days since registration, you should address for support to UNDP at the email address: sc.md@undp.org. In case you encounter errors with registration (e.g. system states Supplier already is registered), you should address for support to UNDP at the email address: sc.md@undp.org. Computer firewall could block oracle or undp.org extension and Suppliers might not receive the Oracle notifications. Please turn down any firewalls on your computers to ensure receipt of email notification. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration. Should you require further clarifications on the application through the Quantum online portal, kindly contact the Procurement Unit at sc.md@undp.org. Please pay attention that the proposal shall be submitted online through the Quantum system and any proposal sent to the above email shall be disqualified. Should you require further clarifications on the Notice, Terms of Reference or other requirements, kindly communicate using the messaging functionality in the portal. Deadline for Submission of Offers (Date and Time), which is visible in the online supplier portal will be final. The portal will not accept submission of any offer after that date and time. It is the responsibility of the applicant to make sure that the offer is submitted prior to this deadline for submission. Applicants are advised to upload offer documents and to submit their offer a day prior or well before the date and time indicated under the deadline for submission of Offers. Do not wait until last minute. If Applicant faces any issue during submitting offers at the last minutes prior to the deadline for submission, UNDP may not be able to assist on such a short notice and will not be held liable in such instance. UNDP will not accept any offer that is not submitted directly through the System. If any discrepancy between deadline in the system and in deadline indicated elsewhere, deadline in the system prevails. We look forward to your favourable response and thank you in advance for your interest in working with UNDP. Sincerely, UNDP Moldova
Supporting Documents: 32390748_Offerors Letter to UNDP Confirming Interest and Availability 32390750_Self-registration guide for ICs 32390751_UNDP General Terms and Conditions for Individual Contractors 32390753_UNDP Quantum - User Guide for Suppliers - English 32390755_UNDP Quantum - User Guide for Suppliers - Russian 32390758_IC_Statement of Health_Individual Contractors 32391476_TOR_National Consultant on Procurement UN_Supplier_Negotiation_UNDP-MDA-00287_English OFFEROR’S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT UNDP General Conditions of Individual Contract

Background

The EU CBM Programme represents a framework for engaging in development interventions across the security zone on both sides of the Nistru River, comprising a series of activities that strengthen, regularize and intensify interaction between otherwise divided societies, aiming to establish this interaction as a norm.

The fifth phase of CBM started in January 2019 and consists of 4 components: Support to Economic Development and Entrepreneurship, Community Development and Cross-river Sectoral Platforms, Cultural and Historical Heritage Support and Support to Cooperative Media Content Development. The EU CBM V has been prolonged until 30 June 2024 to initiate/finalize the remaining construction projects by the mentioned end date.

Scope of work

The overall objective of this assignment for the National Consultant (hereinafter Consultant) is to support EU CBM Programme Procurement in effective and timely management of procurement and administrative processes, in line with UNDP rules and regulations.

More specifically, the Consultant will:

Assist with the development of documentation for the procurement of goods, consulting and non-consulting services, assist in drafting and issuing bidding documents (Terms of References, Requests for Quotations, Requests for Proposals, bidding documents), specifications, cost estimates, work schedules, evaluation criteria;
Assist with the management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review for assigned cases;
Conduct procurement processes in response to specific needs, upon request;
Provide relevant information and suggest possible solutions on any procurement related issues;
Communicate progress and the outcomes of the procurement processes conducted to the EU CBM Programme;
Assist the Programme team in providing information to auditors, if necessary;
Perform other tasks related to procurement as may be required by the Programme Manager;
Ensure full compliance to UNDP rules and regulations of all procurement processes conducted and all tasks performed under this contract.
Provide all necessary support for CBM 5 Close out procedures in particularly what relates to procurement paperwork and archiving
Meeting Coordination and Reporting: Organize meetings, including board meetings, providing agendas and submitting regular progress reports.
Logistics Support for Small Grants: Assist 5 small grants holders and partners with logistical needs on both sides of the river Nistru, reporting progress periodically.
Correspondence and Document Management: Handle incoming and outgoing correspondence, edit documents, respond to inquiries, and prepare reports and presentations. Regularly report progress.
Beneficiary Database Maintenance: Maintain a categorized beneficiary database, updating information and reporting progress at intervals.
Support for EU CBM V Trips: Provide assistance for EU CBM V trips, including permissions and requests, and periodically report progress on these tasks.

The Consultant’s services will be provided upon the request of the EU CBM Programme.

Requirements for experience

Academic Qualification:

Master degree in Business Administration, Public Administration, Finance, Economics or related field;
Specific Procurement training or certificate will be an asset;

Experience:

At least 5 years of experience in conducting procurement processes and/or performing contract management is required;
At least ten (10) years of experience at the national or international level in operations, procurement field;
Experience in procurement of civil works will be an advantage.
Experience of cooperation with UN Agencies and/or international organizations, and/or development programs will be an asset.

Experience working in/with projects financed by the European Union will be considered an advantage.
Proficient in using project management software and tools similar to Quantum and ATLAS

Competencies:

Good working Knowledge of Computers, MS Office, ICT Tools, ERP;

Language requirements: Fluency in Romanian and Russian, as well as working knowledge of English, are required.

Abilities:

Ability to meet deadlines and prioritize multiple tasks;
Good knowledge of the results-based management of the activities/initiatives;
Demonstrated interpersonal, communication, teamwork and diplomatic skills;
Ability to enter new environments, adapt quickly and produce immediate results;
Proven commitment to the core values of the United Nations.

The UNDP 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 noncitizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply. Please specify in CV, in case you belong to the group(s) under-represented in the UN Moldova and/or the area of assignment.

Documents to be included

Interested individual consultants must submit the following documents/ information to demonstrate their qualifications:

CV, including information about past experience in similar assignments and contact details for at least 3 referees;
Offeror's Letter confirming Interest and Availability with financial proposal (in USD, specifying the total lump sum amount). Financial proposal template prepared in compliance with the template in Annex 2.

Upload the signed version of the filled in Offeror’s letter to UNDP confirming interest and availability for the individual contractor (IC) assignment. Annex 2 to the Offeror's letter, incorporating the Financial Proposal, shall be filled in mandatorily and includes the detailed breakdown of costs supporting the all inclusive financial proposal.

The Financial Proposal shall be additionally submitted directly in the system. Please ensure there are no mathematical errors and that amounts from Offeror's Letter to UNDP Confirming Interest and Availability match with your offer in the system;

Proposal (Motivation letter) explaining why they are the most suitable for the work including similar previous experience.

Important notice: The applicants who have the statute of Government Official / Public Servant prior to appointment will be asked to submit the following documentation:

a no-objection letter in respect of the applicant received from the Government, and;
the applicant is certified in writing by the Government to be on official leave without pay for the entire duration of the Individual Contract.