Historique

 The Procurement Assistant works in close collaboration with the United Nations (UN) Operations Management Team (OMT) and the UN Working Groups (WGs) – (hereafter called clients)  to obtain information, documents and ensure consistent service delivery and effective and high quality of procurement services.

Devoirs et responsabilités

• Implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• 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 UNDP rules, regulations, policies and strategies.
• Compliance of procurement activities with internal Standard Operating Procedures (SOPs) in procurement and logistics in consultation with the direct supervisor;
• Provision of inputs to the Green One UN House (GOUNH) Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor.

• Obtain necessary inputs, documents from OMT and UN WGs required to carry out procurement process according to UNDP procurement rules and SOPs;
• Proactively interact and discuss with clients as and when required throughout the whole procurement process;
• Provision of inputs to preparation of procurement plans for the UN procurement  of goods and services required for the GOUNH in Viet Nam;
•  Monitor and implement the procurement plan to ensure timely procurement of goods and services;
• Conduct full procurement process according to UNDP procurement rules and regulations  including, among others, preparation of RFQs, ITBs or RFPs documents, advertisement, receipt and opening of quotations, bids or proposals, preparation of evaluation and contractual documents, uploading the case on web based system, conducting contract negotiation, obtaining reference checks ect.
• Preparation of Purchase orders and contracts in and outside Atlas, maintenance of electronic filing of all GOUNH procurement cases in the filing system in the procurement Unit. Play the Buyer profile role in Atlas.
• 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.
• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to GOUNH.

• Update of the CO rosters of suppliers.
• Optimal use of UNDP/UN Cooperate Long Term Agreements (LTAs)
• Proactively collaborate with clients to expand the pool of potential suppliers for strategic sourcing
• Undertake market research to understand the market for the required goods and services to prepare appropriate bidding documents to achieve  effective procurement outcomes

 

4. Ensures provision of logistical services focusing on achievement of the following results:

• Provide other logistical services as and when required by the Procurement Unit;
• Provide  backup service for other procurement staff in the Unit as and when required

 

• Updating UNDP Workflows to fit GOUNH procurement
• Sharing UNDP cooperate procurement documents to clients
•  Guiding clients on how to prepare procurement documents to meet UNDP procurement requirements
• Supporting the supervisor in conducting sharing session(s) with clients on UNDP procurement SOPs, UNDP procurement rules and regulations, GOUNH procurement plan ect
• Rendering appropriate procurement advice to clients and proactively support clients throughout the whole UNDP procurement process for the GOUNH procurements.
• Documenting minutes of meetings between UNDP procurement unit with clients on GOUNH procurements and follow up the implementation of the agreed action points.
• Documenting lessons learnt for completed GOUNH procurement cases.

 

Impact of Results:

Compétences

• Analyzes general information and selects materials in support of partnership building initiatives

• Researches best practices and poses new, more effective ways of doing things

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

• Demonstrates ability to identify problems and proposes solutions

• Uses information/databases/other management systems

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines

• Gathers and disseminates information on best practice in accountability and results-based management systems

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Qualifications et expériences requises

Education:

• University  Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant procurement experience
• 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 English