Procurement and Administrative Associate

2 days ago

Thailand United Nations Entity for Gender Equality and the Empowerment of Women (HQ) Full time

**Description**:
Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in Regional Office (RO), Multi Country Office (MCO), Country Offices (CO), and Project Offices ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results
- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the RO, MCO, CO and HQs staff for resolving complex procurement-related issues and information delivery.

**Responsibilities**:
1. Implement procurement related strategies in accordance with UN Women rules, regulations, policies and strategies

Ensure compliance of procurement activities with UN Women rules, regulations, policies and strategies; implement effective internal control, proper functioning of a client-orient procurement management system, and business process mapping.
Prepare procurement related reports and analyses; research for formulation and implementation of contract strategy and strategic procurement in the RO, MCP/COs;
Coordinate the implementation of corporate procurement management policies and strategies in support of cost saving and operations for the RO and MCO/COs in the region;
Contribute inputs to the development of new tools, systems, policies, manuals, templates, and guidelines;
Provide advice and technical support on Procurement related issues to Project Offices/MCO/COs in the region;
Follow up with internal and external audits and ensure that appropriate response is provided, and actions are taken regarding all aspects of procurement management.

2. Manage procurement processes for the Regional Office and Project Offices

Consolidation and finalize procurement plans for programmes/projects and monitor their implementation;
Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services in the RO and Project Offices;
Organize and review procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation;
Monitor and analyze contract performance;
Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
Organize joint procurement processes for the UN agencies in line with the UN reform.

3. Implement sourcing strategy and e-procurement tools.

Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation;
Prepare supplier evaluation reports with respect to delivery performance and commercial acceptability;
Monitor and analyze contract performance against agreed benchmarks and through agreed reporting mechanism. Advise the Operations Specialist and senior management on any potential issues and recommend remedial actions or solutions;
Support the implementation of e-procurement in the region including training and guidance to RO, MCO/COs to fully implement the system, consolidate feedback from MCO/COs and inform HQ on any issues related to e-procurement for further improvement.

4. Facilitate knowledge building and knowledge sharing

Develop and support the development of training materials, webinars and other education materials;
Organize trainings on Procurement.
Synthesize lessons learnt and best practices;
Sound contributions to knowledge networks and communities of practice;
Support the review and analysis of the RPRC and PRC meeting minutes to identify strategic improvement goals for the regional and country offices procurement units.

Key Performance Indicators

Timely coordination, facilitation and implementat

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