Procurement Assistant

1 day ago

Thailand United Nations Development Programme (Asia-Pacific Regional Centre) Full time

**Description**:
Background

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.

**Responsibilities**:
1.) 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.

2.) Supports procurement processes for BRH, Thailand CO, NIM/DIM projects and at the request of other UN Agencies through:
Provision of inputs to preparation of procurement plans for the office;
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;
Preparation of Purchase orders and contracts in Quantum, preparation of Recurring Purchase orders for contracting of services, vendor 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 for preparation of cost-recovery bills through SCOD for the procurement services provided by UNDP to other Agencies.

3.) 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.

4.) Ensures proper control of CO Assets through:
Support the physical inventory verification for BRH, Thailand CO and client agencies, at least twice a year.

5.) Implements 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 services procured comply with UNDP rules and regulations, and value for money is obtained.

6.) Ensure facilitation of knowledge building and knowledge sharing in the CO through:
Participation in the trainings for the operations/ projects staff on Procurement;
Sound contributions to knowledge networks and communities of practice.

Competencies
Core
- Achieve Results: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Think Innovatively: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
- Cross-Functional & Technical competencies
- Procurement: Procurement Management - The ability to acquire goods, services or works from an outside external source
- Operations Management: Organizing and planning - Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its

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