Procurement Associate



Advertised on behalf of :

Location : Yangon, MYANMAR
Application Deadline :16-Apr-19 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Apr-2019
Duration of Initial Contract :1 year

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

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.

UN Women Myanmar currently functions as a project office and is based in Yangon, with sub-offices in Mon Region, and Kachin and Rakhine States. As the office transitions into a full fledge country office, UN Women is also increasing its programmatic presence within the country and developed country strategic plan 2019-2012. The office had multiple projects requiring finance support for effective delivery and achievement of result.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.


Duties and Responsibilities

1. Provide administrative and coordination support on procurement strategies in accordance with UN Women rules, regulations, policies and strategies

  • Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager;
  • Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Follow up with internal and external audits;
  • Contribute to the development of sourcing strategies.

2. Organize procurement processes for the Myanmar Country Office

  • Prepare procurement plans for programmes/projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
  • Organize 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;
  • 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;
  • Prepare submissions to the Procurement Review Committee (PRC).

3. Organize contract management process for the Country Office

  • Review/ process contracts for the CO;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

4. Facilitate knowledge building and knowledge sharing

  • Provide substantive input and support to the development of training materials, webinars and other education materials;
  • Organize trainings for the operations/projects staff on Procurement;
  • Synthesize lessons learnt and best practices.

5. Ensure proper control of assets

  • Prepare inventory reports;
  • Implement the inventory and physical verification check-up in the CO/MCO and projects;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by MCO/ CO, Regional Office and HQ;
  • Arrange shipments and conference facilities.

6. Organize logistical services

  • Arrange hotel reservations for visiting UN/UN Women officials;
  • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
  • Arrange transportation for high-level officials;
  • Perform other administrative tasks as assigned by supervisor.


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

  • Good knowledge of procurement process, systems; administrative rules and regulations;
  • Good 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 and certification:

  • Completion of secondary education is required;
  • Procurement Certification from internationally recognized educational institute; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

Experience:

  • Secondary education with 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in Enterprise Resource Management System (ERP) is an asset.

Language Requirements:

  • Fluency in English and Burmese is required
  • Knowledge of the other UN official working language is an asset.



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