International Procurement Needs Assessment Short-Term Expert - EU Support to Strengthening Integrated Border Management in Ukraine (EU4IBM)

Posting Date: 19/06/2020

Duty station: home based, with travel to Ukraine

Maximum number of working days: 90 (ninety)


International Procurement Needs Assessment Short-Term Expert (PNA STE) to conduct the procurement needs assessment of the two project leading beneficiary agencies (State Border Guard Service (SBGS) and State Customs Service (SCS)) of Ukraine within the framework of the implementation of the relevant activities of the EU-funded project “EU Support to Strengthening IBM in Ukraine (EU4IBM)” implemented by ICMPD.


The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD is a growing and ever-more relevant presence in its field. The organisation’s greatest assets are its 200+ staff members, who personify its values of commitment, integrity, partnership, respect, and innovation in actions and decisions.


The project “EU Support to Strengthening IBM in Ukraine (EU4IBM)” supports the identification of and assists in addressing the gaps in the implementation of the national reforms approximating the Ukrainian border management system to the standards and best practices of the EU Integrated Border Management (IBM) in line with the national Integrated Border Management Strategy of Ukraine (IBM Strategy, adopted by the Cabinet of Ministers on 24 July 2019) and the Action Plan (IBM AP, adopted on 27 December 2019 by Decree of the Cabinet of Ministers No. 1409-p).


The PNA STE will be involved into the implementation of a set of selected project activities and conduct SBGS and the SCS procurement needs assessment taking into account the BPA findings and recommendations, BPR AP(s) as well as EU good practices on enhancing integrated border management (IBM).

The PNA STE will work in close cooperation with the EU4IBM Project Implementation Team (PIT) and in close collaboration with other Short Term Experts to contribute to the following project activities implementation: 

  • business process analysis (BPA), re-engineering and action plans (BPR APs);
  • border control procedures improvement;
  • finance and asset management.


The tasks to be completed by the expert within this assignment are the following:

  1. Develop and continuously update a work plan to be approved by the PIT.
  2. Participate in selected BPAs by providing related expertise and contributing to BPR recommendations.
  3. Develop the methodology) for the procurement needs assessment of the beneficiary agencies to be coordinated with the beneficiary agencies and approved by PIT.  Methodology should include the concrete timelines, the list of documents to be reviewed in the process of assessment and the programme for the field assessment. 
  4. Conduct the procurement needs assessment as per approved assessment methodology. Wherever possible, PNA STE will join the selected BPA related filed missions to provide for synergy between project activities implementation. 
  5. Develop the procurement needs assessment report of the beneficiary agencies, integrate the relevant BPR recommendations, collect and integrate the project stakeholders’ comments into it.
  6. Perform other duties if/as assigned by the PIT.


The expert is expected to provide the following deliverables:

  1. Work plan for activities approved by and coordinated with the PIT and beneficiaries.
  2. Expertise and procurement related recommendations provided and integrated into BPR APs of selected BPs.
  3. Approved methodology for the procurement needs assessment of the beneficiary agencies.
  4. Conducted procurement needs assessment (incl. assessment missions to the selected sites).
  5. Finalised procurement needs assessment report of the beneficiary agencies needs incorporating the relevant BPR APs recommendations and harmonised with concepts, ToRs/TSs to be developed in the framework of relevant project component. The report should include the justification of the needs for recommended equipment procurement, expected outcomes, basic technical specifications for each type of equipment recommended for procurement, indications on its distribution among the beneficiary agencies units as well as approximate cost estimation.  It should also include the recommendations on the refurbishment of selected equipment (e.g. Rapiscan scanners provided by EU, etc.) with tentative cost estimation.
  6. Other duties if/as assigned by the PIT.

The expert will work in close cooperation with the other STEs, in particular those focusing on the concepts for model BCPs development, border control procedures improvement and on the institutional assets management capacities development and others – to provide for harmonisation of the deliverables produced in different project components.

The draft deliverables must be submitted in English in line with the timeline established at the moment of contracting. If possible, the working versions of the deliverables could be drafted in Ukrainian to allow for smooth participation of the national beneficiary agencies’ experts. 

It is expected that during the COVID-19 travel restriction period, the tasks identified above would be conducted in a remote mode (using the vast array of technical means for distance communication, collaborative platforms and regular on-line coordination meetings). Once the travel situation allows, the expert will be expected to travel to Ukraine to continue the delivery of the tasks there. 

PIT will support the delivery of the tasks by providing the relevant documents, translation, coordinating with the beneficiary agencies on organisational issues. 

During the process, the expert will work with the relevant national and international stakeholders in a collaborative and coordinated manner.
Maximum number of working days: 90

Reporting lines

International PNA STE reports to Project Officers, EU4IBM and works in a collaborative manner with other international/national experts.

Qualifications and Experience
  • Advanced university degree in engineering or related discipline.
  • At least 5 years of experience relevant to the assignment, developing the technical standards for national IBM agencies equipment with specialised technical means in a EU Member State;
  • Experience in supporting the implementation of innovative solutions at BCPs,  specialised technical means for border surveillance and combating cross-border crime;
  • Experience in conducting the procurement needs assessment;
  • Experience in working with similar projects funded by EU or another donor is an asset;
  • Demonstrated ability to manage quality and ensure compliance with the international legal framework in previous projects;
  • Knowledge of appropriate examples of international and EU good practices related to controls at BCPs;
  • Must be able to work independently and demonstrate excellent teamwork, coordination and facilitation skills;
  • Analytical, research, reporting, communication, documentation and presentation skills;
  • Experience working with senior management of border guards/police and customs services is an asset;
  • Ability to plan and implement several multi-component and multi-stakeholder activities in parallel;
  • Ability to process large volumes of information;
  • Ability to take initiative, take responsibility and manage constructive criticism;
  • Ability for provision of deliverables and reporting in a timely manner;
  • Ability to work under pressure and in rapidly changing circumstances;
  • Computer literate with ability to operate Microsoft applications;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.
  • Fluency in English is required.
  • Good knowledge of Russian/Ukrainian for business communications is an asset. 
Support and materials to be provided by ICMPD
  • Description of Action of the Project EU Support to Strengthening IBM in Ukraine (EU4IBM).
  • IBM Strategy of Ukraine 2020-2025 and its implementation plan 2020-2022.
  • Catalogue of SBGS and IBM Business Processes.
  • Template of timesheet.
  • Template of payment claim.
  • Any other documents.
  • Translation of the documents not yet translated into English
  • Facilitation of the contacts with the relevant national agencies
  • Organisation of travels and meetings with the relevant beneficiary agencies in case of need 

Application Process

Interested experts should send their CV with an indication of this announcement in the subject line of the email to


Factsheet en fr ru ar ger

Member States en

SSA General Conditions en fr 

SPA General Conditions en fr 

Data Protection Policy en

Social Media Policy en