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Procurement Assistant
1 month ago
**Background**
**Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and**inspiring stories.**
The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.
The Bangkok Regional Hub (BRH) is the UNDP presence at regional level, which supports the work of the 24 Multi/Country offices in the Asia and the Pacific region. The Operations Support Team (OST), as a shared structure between the Hub and the Thailand Country Office and located in BRH is a provider of a variety of time-sensitive operational services to the Hub and, the UNDP Thailand Country Office [CO], their clients, and other UN agencies.
Under the guidance and direct supervision of the Procurement and Admin Analyst, the Procurement Assistant works in close collaboration with the Operations Support Team and Management Advisory Support Team in the Bangkok Regional Hub, UNDP Thailand CO and with UNDP HQs staff to successfully deliver procurement services.
**Position Purpose**:
The Procurement Assistant provides effective procurement services, consistent with UNDP rules and regulations.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
**Duties and Responsibilities**
**Ensures implementation of operational strategies through**:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to the BRH Procurement team results-oriented work plans.
**Supports procurement processes for BRH, Thailand CO, NIM/DIM projects and at the request of other UN Agencies through**:
- Maintain the database of Long-Term Agreements and their ceilings, amendments and extensions;
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation using UNDP Quantum Platform;
- Perform buyer role in preparation of Purchase orders and contracts in Quantum, preparation of Recurring Purchase orders for contracting of services, supplier registration in Quantum, maintenance of the filing system in the procurement Unit;
- Implementation of the internal control system which ensures that Purchase orders are duly prepared, signed and dispatched. Timely corrective actions on POs with budget check errors and other problems;
- Assist in prioritizing procurement requisitions for appropriate actions to be taken by Procurement Associate; tracking of procurement processes up to delivery, acceptance and payment. Follow-up with requesting units on their procurement requisitions, ensuring all requirements are met;
- Maintain Procurement Unit’s web page to provide up-to-date information, e.g. vendor lists, vendor registration forms, long-term agreement, procurement contracts, etc.;
- Compilation of information including updating case tracking for preparation of cost-recovery bills through SCOD and other corporate system for the procurement services provided by UNDP to other Agencies.
- Manage other day-to-day correspondence with both internal UNDP units and external partners as required.
- Provide support in creating Micro-Purchase orders in system for clients and amendment of Quantum Travel Pos (when required).
**Contributes to implementation of sourcing strategy through**:
- Input information to the roster of suppliers;
- Input suppliers’ performance evaluation focusing on specific goods and services procured for the organization.
- Coordination on supplier approval for OST and clients in follow-up with suppliers for required documents and GSSC for approval.
- Communication with suppliers about the status of respective procurement activity.
**Ensures procurement service for Individual Contractors under Individual Contracts (IC) through**:
- Processes IC service requests through GPN Roaster, Open advertisement or Direct Contracting ensuring that the servic
