Job: PROCUREMENT ASSISTANT

Location : Hanoi, VIET NAM

Application Deadline : 09-Oct-13

Type of Contract : TA Local

Post Level : GS-5

Languages Required : English

Starting Date : (date when the selected candidate is expected to start) 01-Nov-2013

Duration of Initial Contract :

8 months

Background

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

The Procurement Assistant works in close collaboration with the United Nations (UN) Operations Management Team (OMT) and the UN Working Groups (WGs) – (hereafter called clients) to obtain information, documents and ensure consistent service delivery and effective and high quality of procurement services.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• Provision of logistical services
• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Compliance of procurement activities with internal Standard Operating Procedures (SOPs) in procurement and logistics in consultation with the direct supervisor;
• Provision of inputs to the Green One UN House (GOUNH) Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor.

2. Supports procurement processes for OMT and WGs focusing on achievement of the following results:

• Obtain necessary inputs, documents from OMT and UN WGs required to carry out procurement process according to UNDP procurement rules and SOPs;
• Proactively interact and discuss with clients as and when required throughout the whole procurement process;
• Provision of inputs to preparation of procurement plans for the UN procurement of goods and services required for the GOUNH in Viet Nam;
• Monitor and implement the procurement plan to ensure timely procurement of goods and services;
• Conduct full procurement process according to UNDP procurement rules and regulations including, among others, preparation of RFQs, ITBs or RFPs documents, advertisement, receipt and opening of quotations, bids or proposals, preparation of evaluation and contractual documents, uploading the case on web based system, conducting contract negotiation, obtaining reference checks ect.
• Preparation of Purchase orders and contracts in and outside Atlas, maintenance of electronic filing of all GOUNH procurement cases in the filing system in the procurement Unit. Play the Buyer profile role in Atlas.
• 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.
• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to GOUNH.

3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the CO rosters of suppliers.
• Optimal use of UNDP/UN Cooperate Long Term Agreements (LTAs)
• Proactively collaborate with clients to expand the pool of potential suppliers for strategic sourcing
• Undertake market research to understand the market for the required goods and services to prepare appropriate bidding documents to achieve effective procurement outcomes

4. Ensures provision of logistical services focusing on achievement of the following results:

• Provide other logistical services as and when required by the Procurement Unit;
• Provide backup service for other procurement staff in the Unit as and when required

5. Supports knowledge building and knowledge sharing for the clients focusing on achievement of the following results:

• Updating UNDP Workflows to fit GOUNH procurement
• Sharing UNDP cooperate procurement documents to clients
• Guiding clients on how to prepare procurement documents to meet UNDP procurement requirements
• Supporting the supervisor in conducting sharing session(s) with clients on UNDP procurement SOPs, UNDP procurement rules and regulations, GOUNH procurement plan ect
• Rendering appropriate procurement advice to clients and proactively support clients throughout the whole UNDP procurement process for the GOUNH procurements.
• Documenting minutes of meetings between UNDP procurement unit with clients on GOUNH procurements and follow up the implementation of the agreed action points.
• Documenting lessons learnt for completed GOUNH procurement cases.

Impact of Results:

The key results have an impact on the execution of the GOUNH procurement services management 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.

Competencies

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

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
• Demonstrates good knowledge of information technology and applies it in work assignments

PromotingOrganizationalChange andDevelopment

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

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• 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

Required Skills and Experience

Education:

• University Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant procurement experience
• 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:

• Fluency in English

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

More Info and Application