Procurement and Administrative Associate (Thai national only)



Advertised on behalf of :

Location : Bangkok, THAILAND
Application Deadline :16-Jan-19 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Apr-2019
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year extendable depending on performance and budget availability

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

 

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls.  We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

 

Under the guidance and direct supervision of the Operations Manager, the Procurement and Administrative Associate provides leadership in execution of procurement services in Regional Office (RO), Multi Country Office (MCO), Country Offices (CO), and Project Offices ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

 

The Procurement and Administrative Associate works in close collaboration with the operations, programme and project teams in the RO, MCO, CO and HQs staff for resolving complex procurement-related issues and information delivery.


Duties and Responsibilities

1.  Implement administrative and procurement related strategies in accordance with UN Women rules, regulations, policies and strategies

  • Ensure compliance of procurement activities with UN Women rules, regulations, policies and strategies; implement effective internal control, proper functioning of a client-orient procurement management system, and business process mapping.
  • Prepare procurement related reports and analyses; research for formulation and implementation of contract strategy and strategic procurement in the RO, MCP/COs;
  • Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations for the RO and MCO/COs in the region;
  • Contribute inputs to the development of new tools, systems, policies, manuals, templates, and guidelines;
  • Provide advice and technical support on Procurement related issues to Project Offices/MCO/COs in the region;
  • Follow up with internal and external audits and ensure that appropriate response is provided and actions are taken regarding all aspects of procurement management;
  • Manage lease agreement for RO and Project Offices, monitoring lease expiration and ensuring timely lease extension.

 

2.  Manage procurement processes for the Regional Office and Project Offices

  • Consolidation and finalize procurement plans for programmes/projects and monitor their implementation;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services in the RO and Project Offices;
  • Organize and review procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation;
  • Monitor and analyze contract performance;
  • Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
  • Organize joint procurement processes for the UN agencies in line with the UN reform.

 

3. Implement sourcing strategy and e-procurement tools.

  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation;
  • Prepare supplier evaluation reports with respect to delivery performance and commercial acceptability;
  • Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanism.  Advise the Operations Manager and senior management on any potential issues and recommend remedial actions or solutions;
  • Support the implementation of e-procurement in the region including training and guidance to RO, MCO/COs to fully implement the system, consolidate feedback from MCO/COs and inform HQ on any issues related to e-procurement for further improvement.

 

4.  Ensure organization of logistical services for the Regional Office and Project Offices

  • Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance, conference facilities arrangements;
  • Timely conducted Travel Agencies, vehicle maintenance, hotel and conference facilities surveys, in coordination with other UN Agencies in case of the Regional Office;
  • Pro-actively follow up on placed orders and deliveries with all concerned parties in order to ensure timely and safe delivery of goods/services; Take timely and appropriate decision and action to ensure objectives are met.

 

5.  Facilitate knowledge building and knowledge sharing

  • Develop and support the development of training materials, webinars and other education materials;
  • Organize trainings on Procurement, logistics and administration;
  • Synthesize lessons learnt and best practices;
  • Sound contributions to knowledge networks and communities of practice;
  • Support the review and analysis of the RPRC and PRC committees meeting minutes in order to identify strategic improvement goals for the regional and country offices procurement units.


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

 

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

 

Functional Competencies

  • Strong knowledge of procurement processes and systems;
  • Ability to provide procurement related support and advice;
  • Strong knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to extract and interpret data;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT and web based management skills.


Required Skills and Experience

Education:

  • Completion of secondary education is required;
  • Specialized training in Procurement; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

Work Experience:

  • At least 7 years of progressively responsible experience in procurement at national or international level;
  • Experience in office administration is an asset;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in handling of web-based management systems, such as Atlas
  • Experience in e-Procurement system is an advantage;
  • Work experience in the UN is an advantage.

Language Requirement:

  • Fluency in English and Thai is required;
  • Working knowledge of another official UN language is an asset.

REMARK: This position is open to Thai national only.


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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