VACANCY ANNOUNCEMENT

Issued on 6 April 2021

Functional title:
Procurement Specialist for Capital Investment Projects
Duty station of assignment:
Prishtina (with travel to other Kosovo municipalities if required)
Contract type:
Consultancy Assignment (IC)
Duration of assignment:
21 working days over the period from 19 April to 30 Sep 2021
Closing date for applications:
13 April 2021

BACKGROUND

UN-Habitat has been actively assisting Kosovo institutions in the field of governance, spatial planning and municipal administration since 1999. Building on the results and tools generated by the Municipal Spatial Planning Support Programme (implemented from 2005 to 2016), UN-Habitat is now implementing the Inclusive Development Programme (2016-21) (hereinafter referred to as “the Programme”), which aims to provide a strategic, comprehensive package of support to build municipal planning and management capacities, strengthen the social contract and social cohesion, and enhance coordination within a framework of inter-municipal cooperation and multi-level governance, with a view to foster inclusive development and good governance in northern Kosovo. The Programme is financed by the Swedish International Development Agency and jointly implemented with PAX and Community Building Mitrovica (CBM) in close partnership with the Ministry of Environment, Spatial Planning and Infrastructure (MESPI) and Ministry of Local Government Administration (MLGA). It covers 7 municipalities in the northern Kosovo region: Leposavic/Leposaviq, Mitrovica South, Mitrovica North, Skenderaj/Srbica, Vushtrri/Vucitrn, Zubin Potok, and Zvecan/Zvecan.

For general information on UN-Habitat in Kosovo refer to the website:  http://www.unhabitat-kosovo.org

PURPOSE OF THE POST

The objective of this assignment is to serve as a procurement specialist and a contracting expert during the overall procurement process for the implementation of Capital Investment Projects in the project counterpart municipalities and to advise and support the UN-Habitat Kosovo office during this process. This procurement process is completed by the programme partner municipalities and is associated with complex technical contracts and procurement activities. The aim is to facilitate smooth tendering of Capital Investment Projects, in accordance with the UN-Habitat Agreement of Cooperation with the municipalities and with the established procurement procedures as per the Law on Public Procurement in Kosovo, by observing and monitoring the management of the procurement process; observing the negotiations of contracts; advising municipalities for their preparation of procurement documents, such as bidding documents, requests for proposal, bid evaluation reports, technical and combined evaluation reports; providing advisory support and oversight for procurement and ensuring integrity, transparency, accountability, and efficiency in the conduct and reporting of all procurement decisions.

The Procurement Specialist will report to the Chief Technical Advisor, responsible for coordination, monitoring and evaluation aspects of overall project implementation including operational support and financial management and capacity building. The successful candidate will work in close collaboration with the Programme Management Unit and will have frequent interactions with the procurement units and procurement committees within the partner municipalities. This position will be for a maximum period of working days appointment on retainer basis. The assignment can be extended as needed subject to the satisfactory performance of the consultant.

MAIN TASKS

Under the overall guidance of the Chief Technical Advisor (CTA), the Procurement Officer will be responsible for performing the following main tasks:

• Provides expert procurement advice to UN-Habitat Kosovo programme on procurement activities carried out by the programme partner municipalities for the implementation of the Capital Investment Projects;
• Provides elaboration of proper mechanisms and recommendations to eliminate deficiencies in management of contributions received from different stakeholders;
• As needed, initiates travel to partner municipalities in process of implementing CIPs, to discuss issues with local municipal procurement officials and to check the on-going progress of procurement processes;
• Provides technical support and advice on specifications, cost implications and, where relevant, logistics for timely delivery;
• Monitors the setup of CIP procurement procedures within the programme partner municipalities;
• Advises partner municipalities on the effective use of timelines and procurement rules based on the Kosovo Law on Public Procurement;
• Observes, monitors and advises in the preparation of the contract notice and the tender dossier, about the selection criteria, the criteria of suitability and criteria on technical and professional capability;
• Attends physically or remotely the proposal opening meetings and prepare minutes and to observe the public opening processes;
• Monitors the evaluation processes and the contract compilation;
• Conducts the final examination of the procurement activities before signing the contract;
• Supports the programme partner municipalities in obtaining No Objection from UN-Habitat Kosovo for the draft contract with selected contractor;
• Provides the approval or non-approval of the report that the process of procurement has gone according to all applicable regulations;
• Provides regular reports clearly highlighting continual processes during entire procurement activities;
• Provides a synthesis of lessons learned and best practices in the observed procurement processes;
• Supports the monitoring of contract management at the municipal level for ensuring that the VAT exemption of UN-Habitat contribution is accurately incorporated in all payments made by the municipality in consistence with the terms of the Agreement of Cooperation between UN-Habitat Kosovo and the respective municipality;
• As required, liaises with the Office of the General Auditor and the Kosovo Tax Administration Office at central and municipal level, to ensure that the obligatory VAT exemption of UN-Habitat Kosovo contribution is consistently applied in all Capital Investment Projects.

DELIVERABLES AND TIMELINE

The deliverables will include all the outputs, documents and actions specified above in the scope of consultancy. The above-mentioned tasks shall need to result in every step of the procurement process being carried out in accordance with the applicable procurement policies and procedures and in line with the Agreement of Cooperation between UN-Habitat and partner municipalities

• Detailed tasks and deliverables list will be produced jointly with the CTA to whom the Procurement Specialist will report.

The Consultant shall also produce the following deliverables:

• Individual procurement status reports on all phases including the procurement process for each CIP package in the partner municipalities as per the Agreement of Cooperation, including the summary of procurement status and update the procurement plans.
• Updated VAT payment status reports on the UN-Habitat portion of financial contribution for co-financed Capital Investment Project in partner municipalities as per the Agreements of Cooperation.

DUTY STATION

The work shall be performed at home office in Prishtina and in UN-Habitat partner municipalities in Kosovo as required and permitted due to COVID-19 restrictions prevailing at the time. The travel to partner municipalities will be covered by UN-Habitat Kosovo.

PROGRESS CONTROLS AND PAYMENT INSTALLMENTS

Payments will be based on working days over the consultancy period. The fees will be paid in regular installments upon completion and acceptance of the outputs as specified in section Deliverables above for each CIP separately.

COMPETENCIES

Professionalism: Knowledge of procurement standards and understanding of procurement techniques and practices used in Kosovo. Knowledge of market trends and sources of supply and equipment and of procurement/contract execution and administration. Knowledge and understanding of Kosovo internal procurement policies, practices and procedures. Ability to conduct research and analyze data and information to develop recommendations on procurement contracts awards. Ability to clarify and agree on terms of contracts and/or specification requirements and to apply good judgment in the context of assignments given. Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Communication: Excellent and effective written and oral skills; ability to persuade people with varying points of view and to present information in a concise and accurate manner, ability to clearly communicate links between the organizations. Planning and Organizing: Proven ability to plan, coordinate and monitor own work and that of others. Ability to work under pressure and uses time efficiently. Identifies priority activities and assignments, adjust priorities as required. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

QUALIFICATIONS AND REQUIREMENTS

Education and experience

• Advanced university degree (Master’s degree or equivalent) in business administration, public administration, commerce, engineering, law or a related field.
• A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of seven years of progressively responsible experience in procurement, contract management, administration or related area in Kosovo. Professional procurement certification would be an asset.

Language                                                                    

• Good command of English – reading, writing including report writing and speaking.
• Fluency in local languages in Kosovo (Albanian/Serbian)

Others

• Excellent knowledge of Law on Public Procurement in Kosovo, the Kosovo procurement e-platform and other relevant legislation within the field of procurement and budget/finance;
• Expert knowledge and understanding of best practices within the field of procurement in Kosovo.
• Experience in training design and delivery and institutional capacity building in the field of procurement;
• Experience in working with Kosovo municipalities and a wide range of actors;
• Capable of working in a team and undertaking initiative to ensure smooth relations and open communication within the team and with partners;
• Good analytical, solution defining, creative and interpersonal skills;
• E-procurement systems working knowledge will be a distinct advantage;
• Valid driving license and the ability to obtain a UN driver’s license.

SPECIAL CONSIDERATIONS

The candidate should be:

• Familiar with, and committed to the goals of UN-Habitat
• Willing to take responsibility, act professionally at all times, and make sure tasks are fully completed
• Be willing to work across the entire partner municipalities geographical area
• Able to innovate and initiate activities from scratch
• Able to work under pressure in diverse environments with minimum supervision
• Sensitive to gender issues and issues of concern to vulnerable groups
• Flexible and prepared to pursue goals through teamwork
• Able to meet deadlines for reporting and all project work
• Express enthusiasm and willingness to continue learning new skills and share experiences with other team members