UNDP Jobs - 109344- 109344 Procurement Assistant (for Indonesian Natio

109344 Procurement Assistant (for Indonesian Nationality Only) (2 Posts)

Location :

Jakarta, INDONESIA

Type of Contract :

NPSA (Short-Term)

Starting Date :

Application Deadline :

12-Oct-22 (Midnight New York, USA)

Post Level :

NPSA-5

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

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

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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

UNDP Country - Indonesia is looking to hire a Procurement Assistant . Under the overall guidance of Procurement Associate and the Head of Procurement UNDP, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes consistent with UNDP rules and regulations.

Scope of Work

Under the supervision of Procurement Associate or his delegated, the Procurement Assistant supports by ensuring high quality of work, accurate, timely and properly recorded/documented service delivery to cover procurement functions. The main role of the Assistant is to support delivery of the programme/ projects by entering and managing project data in systems and by providing daily technical/procurement support to programme/project implementation consistent with UNDP rules and regulations.

The incumbent will also conduct project quality assurance for submission of procurement cases, and deal with relevant operational issues including support to regular monitoring.

The incumbent works in close collaboration with the procurement team, other operations units, and programme staff in the office to resolve complex procurement-related issues and to ensure adequate exchange of information

Duties and Responsibilities

1. Ensure Implementation of operational strategies, focusing on achievement of the following results:

Full compliance of procurement activities with the UNDP rules, regulations, policies and strategies.
Provision inputs to preparation of procurement team result-oriented work plans.

2. Support procurement processes for projects, focusing on achievement of the following results:

Preparation of procurement plans for projects and their implementation monitoring.
Organization of procurement processes including preparation and conduct of Micro Purchasing Canvas (MPC), Request for Quotation (RFQs), Invitation to bid (ITBs) or Request for Proposal (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations.
Preparation of Purchase orders and contracts, preparation of Recurring Purchase orders for contracting of services.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Presentation of reports on procurement in the project.
Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with prevailing procedures.

3. Supports resource mobilization focusing on achievement of the following results:

Structured documentation of all information and communication with donors related with procurement and relevant work plans.
Updating procurement intranet including contract, roster and supplier information.

4. Supports knowledge building and knowledge sharing focusing on achievement of the following results

Organization of trainings for the operations/ projects staff within the unit.
Synthesis and documentation of lessons learned and best practices in project support management.
Contributions to knowledge networks and communities of practice.

5. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

Human rights and gender equality is prioritized as an ethical principle within all actions;
Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
Differentiated needs of women and men are considered;
Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

Gender : Gender Mainstreaming
UN policy knowledge - ethics : Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Engagement and Effectiveness : Innovation : Technology and Innovation
Procurement : The ability to acquire goods, services or works from an outside external source
Supplier / Relationship Management : Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Digital Awareness and Literacy : Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed :
Communication : Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience : Ability to manage communications internally and externally, through media, social media and other appropriate Channels

Required Skills and Experience

Education :

Bachelor degree in in business administration, Public Administration, Finance, Economics and relevant social science would be preferable or
High school degree with 5 years of relevant experience will be given due consideration in lieu of Bachelor degree

Work experience :

Minimum 5 years of professional experience for candidate with high school degree or 2 years of professional experience for candidate with bachelor’s degree in the field of development
Experience in managing number of contracts and procurement process.
Full time availability for project management support duties is essential.
Solid computer skills required, knowledge of spreadsheet and database packages.

Required skills :

Knowledge of and experience in managing complex procurement of emergency response related projects will be highly desirable.
Familiar with Government and UN/UNDP procedures would be desirable.
Experience in handling of web-based management systems would be highly desirable.
Experience in engagement or negotiation with high level personnel in governmental institutions, external agencies, etc. would be an asset
Experience working using Public Procurement procedures would be desirable

Language(s) :

English

APPLICANTS MUST COMPLETE THE P11 FORM AND SUBMIT IT AS PART OF THEIR APPLICATION. Click here to download the form: - https://bit.ly/3R8T1mv

UN 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. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

UN Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UN Indonesia at the same grade level and with similar job descriptions, experience, and education requirements.