Procurement Assistant

Job Description
Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below.

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as "internal" candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

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 more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.

UNDP has been present in Viet Nam since 1978, aiming to ensure that everyone has equal access to opportunities to realize their full potential. The current UNDP Country Programme in Viet Nam is directly aligned to Viet Nam's priorities, as set out in the Viet Nam Socio-economic Development Strategy , covering key themes on inclusive and equitable growth, addressing inequalities and disparities, promoting greater transparency and accountability, improving human rights and access to justice, addressing emerging challenges of climate change and green growth.

UNDP is striving to ensure that its procurement function and practices are an integral part of UNDP's competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Duties And Responsibilities
A/. Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.

B/. Support procurement processes for CO, projects, and other UN Agencies

• Provide guidance and inputs to the project team on procurement plans for the country office and projects.
• Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
• Prepare Purchase orders and Contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
• Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
• Prepare reports on procurements in CO.
• Implement or partake in joint procurement processes for the UN agencies in line with the UN reform

C/. Conduct procurement processes of events requests for CO, projects, and other UN Agencies

• Review and process event procurement requests, including workshop packages, venue rental, and service contracts.
• Ensure all required supporting documents are submitted and align with internal procedures.
• Assist in raising e-requisitions and following through on approvals and arrange Negotiations, Purchase Order/ Contract issuance.

D/.Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

• Develop and update rosters of suppliers.
• Implement supplier selection and evaluation

E/. Facilitate procurement knowledge building and knowledge sharing in CO

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: 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 - Sourcing: Ability to find, evaluate and engage suppliers of goods and services

Procurement - Financial Analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

Procurement - Procurement Management: The ability to acquire goods, services or works from an outside external source

Procurement - Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Business Management - Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns

Business Management - Risk Management: Ability to identify and organize action around mitigating and proactively managing risks

Business Management - Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels

Required Skills And Experience
Min. Education requirements

• Secondary education is required.   Or
• A university degree in Business Administration, Public Administration, Finance, Economics or related field will be given due consideration, but it is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level at the time of application will have a proportionate advantage.

Min. Years Of Relevant Work Experience

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor's degree) of relevant progressively responsible administrative experience is required at the national and international level.

Required Skills

• Experience in the use of computers and office software packages (MS Word, Excel, etc)

Desired skills in addition to the competencies covered in the Competencies section

• Experience in public sector procurement of goods and services would be an advantage.
• Experience of web-based management systems such as ERP, SAP, Ariba, ect is desired.
• Experience working with international organization is an asset
• Experience in processing travel request, event/workshop request
• Experience in contract management

Required Language(s)

• Fluency in English and Vietnamese is required.

Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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