Hiring Office:

UNFPA Moldova Country Office

Purpose of consultancy:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s Strategic Plan for 2022-2025, focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. In the Republic of Moldova, UNFPA is implementing its fourth Country Programme for 2023-2027, which is aligned with the United Nations Sustainable Development Cooperation Framework 2023 – 2027 for the Republic of Moldova. 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction. 

UNFPA plays a key role in humanitarian response, providing essential support in reproductive health, gender-based violence (GBV) protection, and safeguarding the rights and well-being of women and girls affected by crises.

Within this framework, UNFPA Moldova Country Office requires specialized procurement services to ensure compliance, efficiency, and effectiveness in the management of procurement processes. The National Consultant will provide part-time, remote support to strengthen procurement strategies and processes in accordance with UNFPA rules and regulations.

UNFPA is seeking candidates that transform, inspire, and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Scope of work:

(Description of services, activities, or outputs)

The objective of this Consultancy is to provide high-quality procurement support to the UNFPA Moldova Country Office, ensuring that procurement processes are fully compliant with corporate standards and contribute to the effective delivery of programme and operational results. Under the supervision of Procurement Analyst and in close collaboration with Operations Manager, the consultant provides procurement to the office and is responsible for execution and coordination of procurement activities.

Duties and responsibilities:

1. Ensures implementation of operational strategies:

• Ensure full compliance of procurement activities with UN/UNFPA rules, regulations, and policies.
• Support Procurement Analyst in mapping and improvement of Standard Operating Procedures (SOPs) in procurement and administration.
• Propose cost-saving and reduction strategies.
• Provide inputs for contract strategy and strategic procurement, including tendering, contract management, sourcing strategy, supplier selection and evaluation.
• Reviewing procurement requests for office and project equipment, supplies, and services, ensuring the requests are processed transparently, adhering to cost-efficiency and regulatory standards.
• Under Procurement Analyst supervision, to collaborate with project teams and administration staff to facilitate smooth processing of procurement requests ensuring transparency and cost-effectiveness.
• Engage with suppliers to gather relevant information for sourcing and verifying the availability of goods and services to meet UNFPA procurement requirements.
• Advise Country Office Operations Unit management on procurement matters.

1. Organizes procurement processes:

• Support Procurement Analyst in preparing procurement plans for office and projects, and monitor their implementation.
• Support in organizing procurement processes including drafting of ICs, RFQs, ITBs, and RFPs; assistance in evaluation of bids/proposals; and negotiation of contract terms in line with UNFPA’s rules.
• Support Procurement Analyst in reviewing procurement processes conducted by projects.
• Support in monitoring supplier performance regarding timely delivery and quality of goods and services.
• Assist in coordinating shipment, delivery, and customs clearance as needed.
• Consults with requestors on specifications, advises on the best processes and initiates purchase procedures;
• Conducts market research to identify potential suppliers for goods and services to be procured;
• Provide logistic support for delivery of goods and services as stipulated in the Purchases Orders; liaises with the suppliers;
• Review logistics documentation ensuring that all necessary documents are properly prepared;
• Monitors and provide support in evaluating the performance of suppliers with respect to on-time delivery, communication, quality and commercial acceptability;

1. Ensures sourcing strategy, knowledge building, and knowledge sharing:

• Maintain communication with vendors to enhance responsiveness and partnerships.
• Support in developing and updating evaluation criteria, and performance mechanisms.
• Mainstream UN values (gender equality, human rights, greening, diversity) into procurement processes.
• Provide advice to Operations Unit management during project formulation and budget planning.
• Promote innovative approaches in procurement.
• Document lessons learned and best practices, and contribute to knowledge networks.

Performance Indicators for Evaluation of Results:

• Procurement processes fully compliant with UNFPA rules.
• Procurement plans and processes delivered on time and with quality.
• Suppliers’ performance effectively monitored, with issues addressed promptly.
• Accurate and timely reports submitted.
• Positive feedback from management and staff on procurement support.

The Consultant will perform other duties within their functional area as deemed necessary for the efficient functioning of the office.

Duration and working schedule:

Duration of assignment: 15 October 2025 – 31 March 2026 (up to 10 working days per month).

Total number of working days is estimated at: up to 60 full working days.

Place where services are to be delivered:

The work will be performed remotely.

Delivery dates and how work will be delivered (e.g. electronic, hard copy etc.):

The National Consultant is expected to complete and submit the following deliverables on the specified dates. Deliverables will be based on monthly reports. The time needed to complete all works will be agreed with the Procurement Analyst and Operations Manager prior to being carried out. The Consultant needs to fill out a breakdown of the tasks performed, work completed, and days worked in the monthly report and submit it to the Procurement Analyst.

Monitoring and progress control, including reporting requirements, periodicity format and deadline:

The monitoring will be ensured through regular information on progress via: e-mail, phone calls, and joint on-line calls/meetings, and monthly reports. The Consultant is expected to participate in overall staff meetings.

At the end of each completed month of service, the National Consultant will provide a brief monthly narrative activity report.

Supervisory arrangements: 

The Consultant will work under the direct supervision of the Procurement Analyst and in close collaboration with Operations Manager in UNFPA Moldova CO.

Expected travel:

Required expertise, qualifications and competencies, including language requirements:

The UNFPA Moldova Country Office is looking for a National Individual Consultant who has the following educational background, qualifications and expertise:

Education: 

• Completed Secondary Level Education required. First level university degree in business administration, procurement, logistics, finance, economics, management or other related field.

Knowledge and Experience: 

• Minimum 6 years of relevant working experience in procurement, supply chain, logistics and administration.
• Two years of relevant experience in supply chain and procurement, preferable in medical procurement.
• Qualification in procurement, CIPS certification is highly desirable.
• Proficiency in current office software applications and corporate IT financial systems.
• Proficiency in use of spreadsheets, word processing and computerized accounting systems is an asset.
• Experience in projects funded by international donors is highly desirable.
• UN Experience will be an asset. 

Languages:

• Fluency in English, Romanian and Russian is required.
• Working knowledge of one or more additional languages relevant to Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian, or sign language, would be an asset.

Inputs / services to be provided by UNFPA or implementing partner

Other relevant information or special conditions, if any:

Basis of payment:

Payment will be conducted on monthly basis, upon submission and approval of the monthly narrative report describing the deliverables as stipulated in the current Terms of Reference and the Time Sheet with de facto working days, in the agreed format and due quality, and certification by the UNFPA Procurement Analyst of the successful performance of the Individual National Consultant. 

The fee per day will be established based on the requirements included in this Terms of Reference and the consultant's expertise, in alignment with UNFPA Policy and Procedures for Contracting Individual Consultants. 

The ownership of the outputs under this consultancy will remain with the UNFPA Moldova Country Office.

Consultant’s performance will be evaluated against such criteria as: timeliness, responsiveness, initiative, communication, accuracy, and quality of the products delivered.

Prerequisites for concluding the Contract with Individual Consultants:

Before signing the Contract with UNFPA, each Individual Consultant is required to pass the following mandatory courses and submit the completion Certificates to UNFPA:

• Prevention of Sexual Exploitation and Abuse

 https://extranet.unfpa.org/Apps/PSEA2017/

• Fraud and Corruption Awareness and Prevention

https://extranet.unfpa.org/Apps/Antifraud/English/story_html5.html