Background

Under the guidance and supervision of the Chief of Regional Advisory Committee on Procurement (RACP), the Procurement Associate (RACP Secretary) ensures overall management of the RACP Secretariat and provides support to the Chief in maintaining an effective system for oversight and advisory services.

UNDP uses a Share Point Portal (ACP Online) to facilitate the review of procurement processes at Country Office, Regional and HQ levels and follows a single-layer review to ensure oversight of procurement processes.

The Procurement Associate works in close collaboration with the Country Office (CO) Staff in Asia-Pacific region; Members of RACP in coordinating the oversight review of procurement actions. These include, but not limited to, scheduling of meetings; case review; obtaining clarifications from COs; drafting minutes; and providing support to the Chief. In addition the Procurement Associate will provide regular administrative and logistical support to the Chief RACP to elicit statistical data from the Share Point Portal; analyze and collate data; develop reports, and provide administrative support, as required.

The incumbent would also liaise with RACPs in other UNDP regional offices as well as with staff in ACP HQ and Procurement Support Office, as needed.

Duties and Responsibilities

1. Coordinates weekly (or as required) RACP Meetings in collaboration with Chief of RACP and members of the Committee, focusing on:

  • Scheduling Committee meetings every week;
  • Organize ad-hoc meetings and/or facilitate direct review by Chief of RACP, when permissible under the policy;
  • Preparing agenda and ensuring meeting quorum, per UNDP policies.

2. Synthesis of submissions from COs to enable Committee review, focusing on:

  • Initial review of submissions from COs to ensure availability of required documentation for each procurement process type and that submissions are in line with the delegated procurement authority granted to each COs;
  • Seek additional information and/or follow-up with submitting officials to ensure complete documentation, well in advance of Committee meetings;
  • Analyze documentation and submission for pertinent details on process; solicitation methods; and role of CO staff in procurement cycle and inform Chief of RACP on any pertinent issues;
  • Brief the Committee on case background; prepare minutes of the meeting, highlighting Committee discussions and decisions of the Committee and obtain endorsement by Members;
  • Submit final review notes to the Chief RACP.

3. Conduct data analysis; formulate reports; and support to Country Office staff and other officials on the use of Share Point Portal (ACP Online), focusing on:

  • Assist the Chief RACP in assessing quality of CAP cases and in the identification of procurement related capacity building areas for the COs;
  • Formulate quarterly and yearly RACP reports on: Portal usage; no of meetings held; no and type of cases reviewed; evolution of committee´s key performance indicators;
  • Gather and feed relevant information to PSO for: COs requests for increased delegated procurement authority; procurement training/certification missions; etc.;
  • Support CO staff and other officials on the use of the Share Point Portal, including trouble shooting (non-technical) incidences and assisting with User Management set-up.

4. Provide administrative and logistical support to Chief of RACP, focusing on provision of:

  • Administrative support in coordination with Asia-Pacific Regional Center (APRC) Operations Support Team (OST);
  • Organizing regional training events/workshops organized by APRC, RBAP, PSO, R/ACP Secretariat, or other units;
  • Maintain annual budget for Asia-Pacific RACP, in coordination with ACP HQ and develop appropriate reports, in coordination with APRC OST.

5. Contribute to knowledge building and sharing, focusing on achievement of the following results:

  • Identify best practice solicitation process and documentation from among the cases reviewed by Committee;
  • Maintain and support Asia-Pacific procurement community of practice;
  • Assist Chief of RACP in organizing training to CO staff.

Competencies

Functional Competencies:

Job knowledge and technical expertise

  • Understands procurement processes in a UN/UNDP context and associated work processes and the importance of the procurement review function
  • Possesses knowledge of UN/UNDP policies and procedures with respect to Procurement 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 sound knowledge of information technology and applies it in work assignments

Promoting organizational change and development

  • Demonstrates ability to identify problems and proposes innovative solutions
  • Researches best practices and poses new, more effective ways of doing things
  • Demonstrates openness to change
  • Documents innovative strategies and new approaches

Use of Information management systems and data analyses 

  • Uses Management Information Systems
  • Ability to analyze; synthesize; and develop coherent reports using appropriate medium
  • Provides inputs to the improvement to the existing systems and/or new systems, when developed
  • Gathers and disseminates information on best practices in procurement and operational processes
  • Prepares reports and presents them in a timely fashion

Client orientation

  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
  • Establishes and nurtures positive communication with partners
  • Actively supports the interests of the client by making choices and setting priorities to meet their needs
  • Able to accept differing points of view and strives to achieve common ground
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines

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
  • 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

Education:

  • Secondary Education with specialized training in procurement. University Degree in Business Administration would be desirable, but it is not a requirement.
  • Procurement Certification such as CIPS or CPM, or CISM or APICS/CSCP would be a key advantage.

Work Experience:

  • 6 years of progressively responsible administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) are required.
  • Knowledge and/or exposure to management information systems are required.
  • Procurement experience of working in United Nations/similar agencies or multi-national private sector corporations would be an advantage.

Language Requirement:

  • Fluency in written and spoken English and Thai is required.

REMARK: THIS POSITION IS OPEN FOR THAI NATIONAL ONLY.