Senior Procurement Assistant

3 weeks ago

กรงเทพมหานคร, Thailand United Nations ESCAP Full time

-Job Code Title:

Senior Procurement Assistant
Department/ Office:

Economic and Social Commission for Asia and the Pacific
Duty Station:

BANGKOK
Posting Period:

22 February 2024-22 March 2024
Job Opening number:

24-PRO-ESCAP-228958-R-BANGKOK (O)
Staffing Exercise ID:

N/A
- United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrg. Setting and Reporting
- The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Procurement Officer and the Chief of Procurement Unit.
Responsibilities
- Under the direct supervision of the Procurement Officer and overall supervision of the Chief of Procurement Unit, the incumbent will be responsible for the following duties:

1. Coordinate and performs various actions related to procurement work, which includes reviewing, recording and prioritizing purchasing requests and obtaining additional information / documentation, as required; provides advice / guidance to requisitioners in preparing scope of work and specifications of goods and services as well as technical evaluation criteria; proposes product substitutions consistent with requirements to achieve cost savings.

2. Liaises extensively with staff in the Unit in identifying and recommending sources of procurement; coordinates market research. Review and conduct analysis of ESCAP and UN clients’ procurement statistics, trends, client feedback, audit findings and recommendations and develop and propose comprehensive business improvement strategies for the ESCAP Procurement Unit.

3. Oversees and, when required, performs the preparation of tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved. Supervises and assigns and reviews the work of more junior staff

4. Provides expert assistance in and performs, when needed, the preparation of abstracts of offers, compilation of data contained in quotations, proposals and bids to ensure that selected suppliers can deliver the required goods / services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.

5. Enters into negotiation of terms and conditions of orders and contracts for approval by the Procurement Officer; obtains credit and other information on proposed suppliers.

6. Provides assistance in the finalization of purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, coordinates the preparation of necessary documents for submission to the Contracts Committee for review and subsequent approval by the authorized official.

7. Coordinates with the Contract Manager to resolve issues / problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged good received.

8. Monitors the maintenance of relevant internal databases, files, and any contractual agreements, direct provisioning contracts, etc.; informs affected users of contractual rights and obligations.

9. Oversees the process of research, retrieval and presentation of information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as provides guidance in obtaining specifications for new products and equipment on the market.

10. Support coordination of handover of contracts from the Seismic Mitigation Project (SMP) Team to the Facilities Management Unit (FMU) from a Procurement standpoint, handle and resolve questions related to Contract Terms and Conditions, expiration of contracts, potential extensions, Not to Exceed Amounts (NTE), and other procurement related queries.

11. Support the Chief Procurement Officer and ESCAP Procurement Unit in inter-agency activities related to procurement, namely implementation of harmonized procurement services and elaboration of proposals/analysis of requirements for inter-agency LTAs, introduction of joint procurement for the UN Agencies in line with the Mutual Recognition under the UN reform.

12. Support deployment of UN Supply Chain Planning Tool (SCPT). Consolidate, analyze and incorporate data into the Supply Chain Planning Tool and liaise with colleagues from various offices at var

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