Procurement Assistant - Global Fund MSA Grant

Location : Bangkok, THAILAND
Application Deadline :22-May-14 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :1 year (Renewable subject to good performance and availability of funds)


UNDP is a key partner to the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) and serves as Principal Recipient (PR) of last resort. In December 2012, the Country Coordinating Mechanism/Steering Committee requested that UNDP Asia Pacific Regional Centre (APRC) assume the PR role for the Phase 2 of the Multi-Country South Asia Regional HIV Grant (MSA grant/ programme). The overall goal of the grant is to reduce the impact of HIV on men who have sex with men (MSM) and transgender people. In its role as the PR, UNDP is responsible for the financial and programmatic management of the Global Fund MSA grant as well as for the procurement of pharmaceuticals, health and non-health products. The grant will support regional advocacy initiatives and country-level advocacy and capacity building activities with civil society partners in Afghanistan, Bangladesh, Bhutan, India, Nepal, Pakistan and Sri Lanka. Afghanistan and Pakistan also have HIV service delivery components. Country sub-recipients (SRs) include Youth Health and Development Organization (Afghanistan), Bandhu Social Welfare Society (Bangladesh), National AIDS Control Programme (Bhutan), Blue Diamond Society (Nepal) and Naz Male Health Alliance (Pakistan); with SRs to be selected for India and Sri Lanka. In addition, UNDP will also implement important regional initiatives with regional community SRs - Asia Pacific Coalition on Male Sexual Health and Asia Pacific Network of People Living with HIV/AIDS.
UNDP‘s management role consists in ensuring successful implementation of grant activities by SRs ensuring programmatic and financial accountability and capacity building of national and international counterparts on programme, monitoring and evaluation (M&E) and financial management.
Under the guidance and supervision of the Procurement and Administrative Services Manager and in coordination with Grant/Programme Manager, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in UNDP APRC for the Programme. The Procurement Assistant promotes a client-focused, quality and results-oriented approach in the Unit.
Procurement Assistant works in close collaboration with the Procurement Support Office (PSO) in Geneva, UNDP - Global Fund Partnership Team, MSA Programme Assistant and concerned staff at APRC and UNDP Country Offices (COs) for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

1.      Ensures implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies considering relevant Global Fund guidance; and implementation of the effective internal control.
  • APRC Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management; plus under guidance of the PSO, UNDP - Global Fund Partnership Team and consultant assigned by PSO.
2.      Organizes procurement processes for the MSA Programme and support UNDP Country Teams under the Global Fund grant focusing on achievement of the following results: 
  • Preparation of procurement plans for the project and their implementation monitoring.
  • With support from the PSO, ensure the approved grant Procurement and Supply Management (PSM) Plan is implemented timely; and required approvals sought from Global Fund in case of any change required with adequate justification.
  • 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 (both Individual Contract or IC and organization or RLA), vendors’ creation in Atlas and Buyers profile in Atlas.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implementation of the internal control system that ensures that Purchase Orders (POs) are duly prepared and dispatched. Take timely corrective actions on POs with budget check errors and other problems.
  • Ensure the procurement agencies contracted by UNDP to procure and supply the HIV commodities deliver timely to Afghanistan and Pakistan SRs as per agreed conditions; plus the HIV commodities are cleared from Custom Offices timely to be sent to SRs (in coordination with UNDP COs and concerned agencies as required)
  • Ensure all the required documentation of the HIV commodities are properly recorded and are readily accessible 
  • Input data into the Global Fund web-based Price and Quality Reporting (PQR) Tool and provide required inputs into the Progress Update and Disbursement Request to be submitted to Global Fund timely
  • Presentation of reports on procurement under MSA Programme and provide periodical procurement update to the MSA Programme Management Unit.
3.      Ensures implementation of sourcing strategy focusing on achievement of the following result:
  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
  • Support UNDP Country Teams and guide SRs in procurement processes when required
4.      Ensures proper control of MSA Programme assets focusing on achievement of the following result:
  • Collection from SRs and preparation of periodic inventory reports, to be shared with insurers where necessary.
  • Implementation of Inventory and physical verification control in the APRC and COs. 
  • Ensure proper asset management at SRs in coordination with UNDP CO staff, with required physical verification at the SR offices and service delivery sites.
5.      Ensures organization of logistical services focusing on achievement of the following results: 
  • Coordination with PSO in delivering health products to the designated national SRs.
  • Coordinate with country team on tax and custom clearance for the release of both health and non-health items to the designated national SRs.
  • Organization of travel including purchase of tickets, PO preparation; coordination of shipments with UNDP COs. 
6.      Ensures facilitation of capacity building and knowledge sharing in the APRC, COs, SRs and overall grant focusing on achievement of the following results:
  • Organization of trainings for the operations/ grant staff on Procurement, including SR staff as required.
  • Review and provide inputs for improving the SRs’ procurement manuals and processes as per national and grant requirements, and international norms where possible 
  • Synthesis of lessons learnt and best practices in Procurement. 
  • Sound contributions to knowledge networks and communities of practice.
7.      Provide support to APRC Procurement Unit as assigned by Procurement and Administrative Services Manager.


Functional Competencies:
Building Strategic Partnerships 
  • Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing 
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise 
  • 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
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning 
  • Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development 
  • Documents ‘best practices’ in organizational change and development within and outside the UN system for the overall grant
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems 
  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
Client Orientation
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients 
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management 
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports 
  • Maintains databases
Core Competencies:
  • 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

Required Skills and Experience

  • Thai national with secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Work experience:
  • At least 2 years of progressively responsible procurement management experience is required at the national or international level.
  • Experience in pharmaceutical and health-related commodities is preferred.
  • Experience in the usage of computers and office software packages (MS Word, Excel etc.), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
  • Experience of procurement system in Global Fund-funded HIV programmes desirable, within UN system is preferred.
Language requirement:
  • Fluency in English with good verbal and written skills

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.

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