UNDP Jobs - 26049- Procurement Clerk (Post No: 26049) (For Indonesian

Procurement Clerk (Post No: 26049) (For Indonesian nationality)

Location :

Jakarta, INDONESIA

Type of Contract :

TA Local

Starting Date :

11-Jun-2012

Application Deadline :

28-May-12 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

3 months

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Energy Management, with the overarching aim of improving human development in Indonesia. In addition to the four priority areas, UNDP Indonesia also works on a variety of crosscutting initiatives such as HIV/AIDS, gender equality and information and communication technology for development

I. Organizational Context

Under the guidance and direct supervision of the Procurement Associate-GS6 the Procurement Clerk supports procurement services in large COs ensuring high quality and accuracy of work. The Procurement Clerk promotes a client, quality and results-oriented approach in the Unit.

The Procurement Clerk works in close collaboration with the Operations, Programme and projects staff in the CO to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

Implementation of operational strategies
Support to procurement processes
Implementation of sourcing strategy
Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to preparation of procurement team results-oriented work plans.

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

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals.

Maintenance of the filing system in the procurement unit.
Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant. Tracking of all procurement processes up to delivery, acceptance and payment.
Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met. Vendor creation in Atlas.
Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources.
Compilation of information for preparation of cost-recovery bills for procurement services

3. Contributes to the implementation of sourcing strategy focusing on achievement of the following result:

Input of information to the roster of suppliers

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

Participation in the training courses for the operations/projects staff on Procurement.
Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact in the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in the provision of procurement services.

Competencies

IV. Competencies and Critical Success Factors

OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties related to procurement
Ability to review data, identify and adjust discrepancies
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
Shows sound grasp of grammar, spelling and structure in the required language
Ensures correspondence, reports and documents comply with established UN standards
Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

V. Recruitment Qualifications

Education:

Secondary education. Specialized training in procurement desirable.

Experience:

4 years of relevant administrative experience.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.
UN/UNDP procurement experience will be advantage

Language Requirements:

Fluency in English

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.

ATLAS No: