Procurement and Administrative Assistant

4 weeks ago

กรงเทพมหานคร, Thailand United Nations Development Programme (UNDP) Full time

**Job Identification**
- 18674

**Locations**
- Bangkok, Thailand**Posting Date**
- 06/05/2024, 10:26 PM
- 06/20/2024, 11:59 AM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- NB2

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Bureau**
- Regional Bureau for Asia and the Pacific

**Contract Duration**
- 1 Year

**Education & Work Experience**
- Bachelor's Degree - 2 year(s) experience OR High School certificate
- 5 year(s) experience

**Required Languages**
- English and Thai

**Vacancy Timeline**
- 2 Weeks

**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.**

**Office/Unit/Project Description**

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress towards achieving the Sustainable Development Goals (SDGs). It implements the UNDP Strategic Plan in Asia and the Pacific and delivers on UNDP’s partnerships within the region and with development actors in the region. The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in this region.

The Operations Support Team (OST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the guidance and direct supervision of the Procurement and Administration Analyst, the Procurement and Administrative Assistant provides reliable procurement and administrative services.

The incumbent demonstrates a client-oriented, flexible approach and ability to work with people of different national and cultural backgrounds.

**Scope of Work**

Under overall guidance and supervision of the Procurement and Administration Analyst, the Procurement
and Administrative Assistant will perform the following duties and responsibilities:
**1. Support to procurement unit focusing on achievement of the following results**:

- Conduct procurement process and ensure that purchase orders and contracts are issued based on the guidelines of UNDP procurement rules and regulations;
- Perform Buyer role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum;
- Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
- Assistance to team in tracking service records into corporate system;
- 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;
- Manage other day-to-day correspondence with both internal UNDP units and external partners as required;
- Other procurement/administrative support as required by the supervisor.

**2. Ensures provision of effective documents management focusing on achievement of the following results**:

- Support record keeping of Procurement Database and electronic copies as relevant;
- Maintain filing system.

**3. Support to administrative unit focusing on achievement of the following results**:

- Performing assets physical inventory checking for the required units;
- Manage the cost recovery through SCOD and ASL and and submit to finance unit monthly;
- Manage the IT account for the suppliers and cost recovery of IT accounts monthly.Register and Manage the security database of UNDP suppliers;
- Perform other administrative tasks as assigned by supervisor;
- Handling the PO invoices and process payment to suppliers.

**4. Contributes to the implementation of sourcing strategy focusing on achievement of the following result**:

- Supports Long-term agreements maintenance for OST
- Supports periodic updates to T-Station on procurement-related pages
- Keeps abreast of latest UNDP procurement guidelines as relevant.
- Support to assets and inventory management.

**Institutional Arrangement**

The Procurement and Administrative Assistant works in close collaboration with the Operations Support Teamin UNDP Bangkok Regional Hub, to exchange information and ensure consistent service delivery. A client-oriented and efficient approach impact on the image of UNDP in the country. The Procurement and Administrative Assistant should make him/herself available during working hour of UNDP Bangkok

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