Background

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancy for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Candidates are requested to carefully review the minimum requirements for advertised posts before making a decision to apply. These minimum requirements are stipulated on each vacancy announcement. Depending on the position, other factors to be evaluated may include national versus international experience; progressively responsible and/or diversified experiences at the level of managerial/leadership responsibility held; and, knowledge of a particular geographic region, including local languages.

Selection process will be conducted without regard to race, creed or sex and, so far as is practicable, selection of candidate shall be made on a competitive basis. Qualified candidate who are selected will remain on the roster for 12 months from the date of advertisement and will be contacted by UN agencies as soon as the need for the post arises.

Please note, all applications must be received before the vacancy notice closing deadline. Due to the volume of applications received only those candidates who are under serious consideration will be contacted.

II. Organizational Context  

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.
    
 The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff 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
  • Control of CO Assets
  • Provision of logistical services
  • 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 the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
2.  Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
  • Provision of inputs to preparation of procurement plans for the office.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.
  •  mplementation 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.
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
  • Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small offices are performed by Procurement Associates. Preparation of Recurring POs for contracting services in medium and large offices are performed by Human Resources Assistants. Preparation of  Purchase orders and contracts in and outside Atlas in large offices with Service Centres or project offices can be performed by Service Administrators of Service Centres and Procurement Assistants of project offices.
3.    Contributes to implementation of sourcing strategy focusing on achievement of the following result:
  • Update of the rosters of suppliers.
4.   Ensures proper control of CO Assets focusing on achievement of the following result:
  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification check-up in the CO and projects.
  • Physical verification control can be implemented by other staff, e.g. Finance staff.
5.    Ensures provision of logistical services focusing on achievement of the following results:
  • Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
  • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
6.    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.
  • Sound contributions to knowledge networks and communities of practice.
III. Impact of Results

The key results have an impact on 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 provision of procurement services.

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
  • Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets
  • Good knowledge of financial rules and regulations
  • Strong IT skills
  • Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure

UNDP Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education:
  • Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement
Experience::
  • 3 to 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Requirements:
  • Fluency in the UN and national language of the duty station.

ALL 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