Procurement Associate

Bangkok

Organization: UNDP - United Nations Development Programme
Location: Bangkok
Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Procurement
- PROCUREMENT
Closing Date: Closed

Background

Across Asia and the Pacific, the Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress towards achieving the Sustainable Development Goals (SDGs). It implements the UNDP Strategic Plan in Asia and the Pacific and delivers on UNDP’s partnerships within the region and with development actors in the region. The Bangkok Regional Hub (BRH) of RBAP is the regional presence which supports the work of the 25 offices across Asia and the Pacific.

The Transactional Services Team (TST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office and other agencies which UNDP supports in Thailand.

Under the guidance and direct supervision of the Operations Manager or Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate supervises and leads the support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of procurement related operational strategies
Organization of procurement processes
Implementation of sourcing strategy and e-procurement tools
Support management of CO Assets
Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of the procurement related operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

Preparation of procurement plans for the office and projects and their implementation monitoring.
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.
Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Presentation of researched information on procurement in the CO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Supports control of CO Assets focusing on achievement of the following results:

Participation in periodic office physical inventory and asset verification exercises as needed.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on Procurement.
Training and supporting colleagues on PROMPT and other online applications
Sound contributions to knowledge networks and communities of practice.

Competencies

*Core*
Innovation Ability to make new and useful ideas work	Level 3: Adapts deliverables to meet client needs
Leadership Ability to persuade others to follow	Level 3: Proactively seeks and recognizes contributions of others
People Management Ability to improve performance and satisfaction	Level 3: Appropriately involves team in different stages of work and decision-making
Communication Ability to listen, adapt, persuade and transform	Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery Ability to get things done while exercising good judgement	Level 3: Takes responsibility for addressing critical situations and delivering core value
*Technical/Functional*
Job Knowledge Knowledge of Procurement and the ability to apply them to strategic and/or practical situations	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Quality Assurance Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Knowledge Management Ability to efficiently handle and share information and knowledge	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Team Building Ability to work effectively with diverse groups of professionals towards common goals	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Client Orientation Ability to respond to client needs promptly	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:

Thai national with Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable.

Experience:

Minimum 7 years (with secondary education), or 4 years (with Bachelor’s Degree) of progressively responsible procurement experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Advance knowledge of automated procurement systems.
Experience in the area of Procurement with UN agencies would be desirable.
Procurement certification such as CIPS, CPM or APICS/CSCP would be a key advantage.

Language Requirements:

Fluency in English and Thai.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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