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Procurement and Administrative Assistant

 

 

UNITED NATIONS DEVELOPMENT PROGRAMME

Job Description

 

I. Position Information

 

Job Code Title:                               Procurement and Administrative Assistant

Pre-classified Grade:                      SC-5

Supervisor:                                     Head of Procurement and Administrative Unit

Unit:                                                Transaction Services Team [TST], Bangkok Regional Hub

Duration:                                         One (1) year with possibility of extension

Duty Station:                                   UNDP BRH, Bangkok

 

 

II. Organizational Context

 

Under the guidance and supervision of the Head of Procurement and Administrative Unit, TST, the Procurement and Administrative Assistant provides services ensuring high quality and accuracy of work. The position promotes a client, quality and results-oriented approach in the Unit.

    

The Procurement and Administrative Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

 

 

 III. Functions / Key Results Expected

 

Summary of Key Functions:

 

q  Provides Procurement and Administrative support to UNDP BRH and Country Office on implementation of operational activities

q  Provision of logistical and contract management Services

q  Support to knowledge building and knowledge sharing

 

 

  1. Provision of procurement and Administrative support UNDP BRH and Country Office focuses on achievement of the following results:

 

q   Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;

q   Procurement of travel services, workshop arrangements, goods and services for RBH and CO;

q   Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

q   Up-to-date records keeping of orders and contractual agreements in Procurement Database and electronic/hard copies;

q   Issuing Purchase orders and communication with vendors about the status of orders;

q   Monitoring and download reports from PROMPT and SCOD databases;

q   Reply and manage day-to-day correspondences with both internal UNDP units and external partners especially venders and clients;

q   Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;

q   Assisting clients in preparation of procurement plans and inserting them in PROMPT;

q   Arranging travel documents and tickets for clients;

q   Perform other work-related tasks assigned by the supervisors.

 

 

  1. Provision of logistical support and Contract Management Services focusing on achievement of the following results:

 

q   Facilitation of logistical arrangement for arrival of goods;

q   Facilitation of VAT clearance process;

q   Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;

q   Maintain contract management database for monitoring the ongoing contracts;

q   Maintain LTA management database to monitor ceiling of LTAs;

q   Manage and keep record of performance guarantee and bid guarantee letters.

 

 

  1. Support to knowledge building and knowledge sharing:

 

q   Participation in the trainings for the operations/ projects staff on Procurement and Administration;

q   Sound contributions to knowledge networks and communities of practice;

q   Provide support for clients on PROMPT and SCOD usage;

q   Provide support for clients on drafting of procurement plans.

 

 

 IV. Impact of Results

 

The key results have an impact on the execution of the CO and BRH’s operations in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

 

 

 V. Competencies and Critical Success Factors

 

Functional Competencies:             

 

Job Knowledge/Technical Expertise

 

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

 

Promoting Organizational Change and Development

 

Level 1.1: Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions

 

Design and Implementation of Management Systems

 

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems

 

Client Orientation

 

Level 1.1:  Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines

 

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

 

UNDP Procurement Certification programme

 

 VI. Recruitment Qualifications

Education:

Thai National with Secondary Education or equivalent.  Bachelor’s Degree in Public or Business Administrative, Development Studies, International Affairs, Political Science, Social Science, Public Administrative or other related fields would be desirable.

Experience:

Ø  Minimum 5 years of experience for Secondary school, or 3 years for a bachelor’s degree holder of relevant Administrative and procurement

Ø  Experience working in multi-cultural environment would be an advantage;

Ø  Knowledge of UNDP’s operational practice would be desirable;

Ø  Experience working with UNDP and/or UN system or other International organisations would be desirable;

Ø  Experience working in Asia-Pacific region is an asset;

Ø  Ability to work as a team as well as independently, against tight deadlines and pressure;

Ø  Full computer literacy in internet searching and Microsoft Office programmes i.e. MS-Word, MS-Excel and MS-Power Point. Website management experience is an asset.

 

Language Requirements:

Proficiency in English and Thai.

 

Interested candidates should submit applications online with UN Personal History Form (P11) by 23 September 2017.

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=11094

This position is open for Thai nationals only.

Only short listed candidates will be notified.

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