I.  Position Information

Job Title: Procurement Associate

Position Number: 00002319

Department: UNDP

Reports to: Procurement and Administrative Analyst      

Position Status: Non-Rotational

Grade Level: G7

Duty Station: Bangkok, Thailand

Duration and Type of Assignment: 1 Year, Fixed-Term Appointment

II. Job Purpose and Organizational Context

Across Asia and the Pacific, 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 regional presence which supports the work of the 25 offices across Asia and the Pacific.

The Transactional Services Team (TST) 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 Administrative Analyst, the Procurement Associate provides leadership in execution of procurement services  ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality- and results-oriented approach in the Unit.

The Procurement Associate supports the Procurement and Administration Analyst in quality assuring and providing general guidance to support staff of the Procurement Unit. The Procurement Associate works in close collaboration with staff of BRH, Thailand CO and UNDP HQ for resolving complex procurement-related issues and information delivery.

III. Duties and Responsibilities

Summary of Key Functions:

• Administration and implementation of procurement related operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Support management of CO Assets
• Facilitation of knowledge building and knowledge sharing

1.Ensures administration and implementation of the procurement related operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control requirement, proper functioning of a client-oriented procurement management system.
• Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement for clients including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2.Organizes procurement processes for clients, guided by the Head of Unit, focusing on achievement of the following results:

• Support to preparation of client’ procurement plans and their implementation monitoring.
• Organization of procurement processes including preparation and conducting of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of Purchase orders and contracts  for contracting of services, Buyers profile in Atlas.
• Review of procurement processes conducted by client teams; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
• 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.
• Presentation of researched information on procurement
• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3.Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4.Supports control of CO Assets focusing on achievement of the following results:

• Participation in periodic office physical inventory and asset verification exercises as needed.

5.Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on Procurement.
• Training and supporting colleagues on PROMPT and other online applications
• Sound contributions to knowledge networks and communities of practice.

IV. Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

Core

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

Job Knowledge

Knowledge of Procurement and the ability to apply them to strategic and/or practical situations

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Quality Assurance

Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management

Ability to efficiently handle and share information and knowledge 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Team Building

Ability to work effectively with diverse groups of professionals towards common goals

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Ability to respond to client needs promptly

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

V. Recruitment Qualifications 

Education:

Thai national with Secondary Education  University Degree in Business or Public Administration or other related fields would be desirable.

Experience:

• Minimum 7 years (with secondary education), or 4 years (with Bachelor’s Degree) of progressively responsible procurement experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Advance knowledge of automated procurement systems.
• Experience in the area of Procurement with UN agencies would be desirable.
• Procurement certification such as CIPS, CPM or APICS/CSCP would be a key advantage.

Language Requirements: Fluency in English and Thai.