Procurement and Administrative Assistant (Thai national only)



Advertised on behalf of :

Location : Bangkok, THAILAND
Application Deadline :16-Jun-19 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
02-Sep-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 overall guidance of the Regional Operations Manager and the Procurement and Administrative Associate, the Procurement and Administrative Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations.  She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.


Duties and Responsibilities

Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

  • Research and draft responses to enquiries for clearance by the Operations Manager;
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Implement procurement management policies and strategies;
  • Contribute to the development of sourcing strategies.

Coordinate procurement processes for the Regional Office and its Project Offices

  • Provide inputs to the preparation of procurement plans for programmes/projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
  • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
  • Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Support the review and prepare meeting minutes for Regional Procurement Review Committee (R-PRC), as necessary.
  • Support the implementation of e-procurement in the region.

Coordinate contract management processes for the Regional Office and its Project offices

  • Provide support to contract management processes; maintain databases;
  • Develop and update the rosters of suppliers;
  • Maintain filing system in sharepoint and hard copies.

Provision of Administrative and logistical supports

  •     Support to staff travel in the Operations Team including arrangements of travel and hotel reservations, preparation of travel authorizations, purchase of tickets, prepare Daily Subsistence Allowance (DSA), processing requests for visas, and other relevant documents.
  • Administrative support to conferences, workshops, and retreats.
  • Support to office space arrangement, floor plan, and relevant purchase of office furniture
  • Support to assets management and physical assets verification
  • Support to maintenance of premises and common services, office insurances and management of document storage
  • Maintenance of files and records relevant to lease agreements of ROAP and Project Offices and related maintenance and insurance, and relevant reporting to HQ
  • Provide administrative support as required.

Facilitation of knowledge building and knowledge sharing

  •     Facilitate knowledge building and knowledge sharing
  •     Contribute to the organization of trainings for the operations/ programme staffs on Procurement.
  •     Support synthesis of lessons learnt and best practices in Procurement.
  •     Make sound contributions to knowledge networks and communities of practice


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

  • Knowledge of procurement processes, systems, administrative rules and regulations;
  • Knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good 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 2) is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

?Work Experience:

  • At least 5 years of progressively responsible experience in procurement, administration or related experience;
  • 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 is an asset;
  • Work experience in the UN system is an advantage;
  • Experience in office administration is an asset;
  • Experience in e-Procurement system is an advantage.

Language Requirement:

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

Application:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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