ThaiNGO

United Nations Development Programme

Terms of Reference

Post Title:                        Procurement Associate

Type of Appointment:   Fixed – Term Appointment (GS-6)

Organizational Unit:      Transactional Services Team (TST), UNDP Bangkok Regional Hub

Remuneration:               Starting Baht 860,771 net per annum

Duration of Contract:   1 year (Renewable subject to good performance and availability of funds)

Duty Station:                  Bangkok, Thailand

Background:

The Regional Bureau for Asia and the Pacific established the Bangkok Regional Hub as well as the multi-disciplinary Pacific Centre in Suva with a focus on the Pacific Islands. The main priority of the Regional Hub is to provide UNDP Country Offices in Asia and the Pacific with easy access to knowledge through high quality advisory services based on global applied research and UNDP lessons learnt. The second priority is to build partnerships and promote regional capacity building initiatives, which allow UNDP, governments and other development partners to identify, create and share knowledge relevant to solving urgent development challenges.

Under the direct supervision of the Procurement & Administrative Analyst (TST), the Procurement Associate ensures execution of transparent and efficient procurement services in the BRH, consistent with UNDP rules and regulations.

The Procurement Associate works in close collaboration with the TST and MAST teams in the Regional Hub, UNDP Thailand CO and with UNDP HQs staff to successfully deliver procurement services.

Duties and Responsibilities:

Ensures implementation of operational strategies through:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;

BRH Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Organizes procurement processes for BRH, Thailand CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

Preparation of procurement plans for the office and projects and their implementation monitoring;

Organization of procurement processes including preparation and conduct 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 in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas;

Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) 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 reports on procurement in BRH and Thailand CO;

Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;

Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy focusing on achievement of the following result:

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

Ensures facilitation of knowledge building and knowledge sharing in BRH and Thailand CO through:

Organization of trainings for the operations/ projects staff on Procurement;

Synthesis of lessons learnt and best practices in Procurement;

Sound contributions to knowledge networks and communities of practice.

Competencies:

Core Competencies:

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done.

Technical/ Functional Competencies:

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency.

Quality Assurance

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

Procurement

Ability to acquire goods, services or works from an outside external source.

Knowledge Management

Ability to efficiently handle and share information and knowledge.

Team Building

Ability to work effectively with diverse groups of professional towards common goals.

Qualifications:

Education:

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

Procurement certification such as CIPS, CPM or APICS/CSCP would be a key advantage;

Successful candidate must complete UNDP/CIPS Level 2 within 3 months of joining UNDP, unless s/he has procurement certification.

Work Experience:

6 years of experience in procurement and/or supply chain functions 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 Requirement:

Fluency in English and Thai.

Interested candidates should submit applications online with UN Personal History Form (P11) by 28 June 2016 at:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=4137

Qualified men and women are all equally encouraged to apply.

Only short listed candidates will be notified.