Procurement Assistant

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Application deadline 10 months ago: Tuesday 23 May 2023 at 00:00 UTC

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Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The Operations Management team of UN Women ROAP comprises of finance, human resources, ICT, procurement, administration, and resources management, providing operational support and advice to ROAP management and programme teams as well as M/COs and Project Offices in the Asia and the Pacific region.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Procurement Associate, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to success-fully deliver procurement services.

Under the direct supervision of the UN Women Procurement and Administrative Associate, the UN Volunteer will undertake the following tasks:

  1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies

• Research and draft responses to enquiries for clearance by direct supervisor or Operations Manager • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction; • Implement procurement management policies and strategies; • Contribute to the development of sourcing strategies.

  1. Coordinate procurement processes for the Regional Office and Project Present Offices

• Provide inputs to the preparation of procurement plans for programmes /projects; • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary; • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and ensure advertisement in e-procument platform as necessary; • Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas; • Prepare submissions to the Procurement Review Committee (PRC), as necessary. • Process travel requests, as necessary.

  1. Coordinate contract management processes for the Regional Office and Project Pre-sent Offices

• Provide administrative support to contract management processes; maintain databases; • Develop and update the rosters of suppliers; • Maintain filing system.

  1. Facilitate knowledge building and knowledge sharing

• Participate in trainings for the operations/projects staff; • Provide support to the synthesis of lessons learnt and best practices.

  1. Organize logistical services

• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;

  1. Perform other administrative tasks as assigned by supervisor.

Results/expected outputs:

As an active UN Women team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN Women and its beneficiaries in the accomplishment of her/his functions, including:

• Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget • Proper and accurate maintenance of files and databases, documents are easily retrievable • Timely organization of logistics activities

☒ Accountability ☒ Adaptability and Flexibility ☒ Building Trust ☒ Client Orientation ☒ Commitment and Motivation ☒ Commitment to Continuous Learning ☒ Communication ☒ Creativity ☐ Empowering Others ☒ Ethics and Values ☒ Integrity ☐ Judgement and Decision-making ☒ Knowledge Sharing ☐ Leadership ☐ Managing Performance ☐ Planning and Organizing ☒ Professionalism ☒ Respect for Diversity ☐ Self-Management ☐ Technological Awareness ☐ Vision ☒ Working in Teams

Business Administration or related field • Procurement Certification from an internationally recognized educational institute; or a • Willingness to take UN Women internal procurement certifications is required.

Minimum experience • At least 2 years of progressively responsible experience in procurement, administration or related experience; • Experience in the usage of computers and office software packages (MS Word, Excel, etc); • Experience in Enterprise Resource Management System (ERP) is an asset. • Experience working with UN Agencies is an asset

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Benefits and Entitlements:

The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service.

Monthly living Allowance (per month) is around 47,500 Thai Baht Entry Lump Sum (one-time payment) USD 400 Exit Allowance (for each month served paid on completion of assignment) THB 3958.92 Medical and Life Insurance Coverage

Leave entitlements:

Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified Sick Leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days

Added 10 months ago - Updated 10 months ago - Source: unv.org