Procurement Assistant

4 weeks ago

กรงเทพมหานคร, Thailand United Nations ESCAP Full time

-Job Code Title:

PROCUREMENT ASSISTANT
Department/ Office:

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

BANGKOK
Posting Period:

10 May 2024-8 June 2024
Job Opening number:

24-PRO-ESCAP-234569-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 Chief of Procurement Unit.
Responsibilities
- Under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Director

of Administration, the incumbent is required to perform the following functions:

Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identifies and recommends sources of procurement; interview potential suppliers.
- Produces 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.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier 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.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolves 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 goods received. Liaises with Financial Resources management Section and other relevant stakeholders for matters related to vendor payments, as may be required.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations. Actively participates in Vendor Database management to ensure that vendors are fully registered with the correct commodity codes.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Drafts a variety of correspondence.
- Supervises, assigns and reviews the work of junior staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Supports deployment of the UN Supply Chain Planning Tool (SCPT). Consolidates, analyzes and incorporates data into the UN Supply Chain Planning Tool and liaises with colleagues from various offices at various levels.
- Assists with visualizations and updating information material such as web pages or brochures.
- Performs other duties as assigned.
- Competencies

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep inform

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