Procurement Assistant (Thai national only)

Overview

Support procurement processes and strategies efficiently

You have:

• Completion of secondary education is required.
• Procurement Certification from an internationally recognized educational institute is preferred.
• Bachelor's degree (or equivalent) in Business Administration or related field is an asset.
• At least 5 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.
• Fluency in English and Thai is required.
• Knowledge of the other UN official working language is an asset.

Contract

This is a GS-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,085 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Regional Operations Manager and the Procurement Associate, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.

Duties and Responsibilities

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 the Regional Operations Manager and/or Procurement Associate;
• 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.

2. Coordinate procurement processes for the Regional Office for Asia and the Pacific

• 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, 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.

3. Coordinate contract management processes for the Regional Office for Asia and the Pacific and support the Multi Country Office/Country Offices/ and Project Presence Offices as needed

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

4. 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.

5. 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;

6. Perform other administrative tasks as assigned by supervisor.

Key Performance Indicators

• 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

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Knowledge of procurement processes, systems, administrative rules and regulations;
• Knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web based management skills.

Required Skills and Experience

Education:

• Completion of secondary education is required;
• Procurement Certification from an internationally recognized educational institute ; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
• Willingness to take UN Women internal procurement certifications is required.

Experience:

• At least 5 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.

Language Requirement:

• Fluency in English and Thai is required;
• Knowledge of the other UN official working language is an asset

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only shortlisted candidates will be notified.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Potential interview questions