Procurement Assistant (Nationals Only)

The Bangkok Regional Hub (BRH) is the UNDP presence at regional level, which supports the work of the 24 Multi/Country offices in the Asia and the Pacific region.  The Operations Support Team (OST), as a shared structure between the Hub and the Thailand Country Office and located in BRH is a provider of a variety of time-sensitive operational services to the Hub and, the UNDP Thailand Country Office [CO], their clients, and other UN agencies.

Under the guidance and direct supervision of the Procurement and Admin Analyst, the Procurement Assistant works in close collaboration with the Operations Support Team and Management Advisory Support Team in the Bangkok Regional Hub, UNDP Thailand CO and with UNDP HQs staff to successfully deliver procurement services.

Position Purpose:

The Procurement Assistant provides effective procurement services, consistent with UNDP rules and regulations.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the BRH Procurement team results-oriented work plans.

Supports procurement processes for BRH, Thailand CO, NIM/DIM projects and at the request of other UN Agencies through:

• Maintain the database of Long-Term Agreements and their ceilings, amendments and extensions;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation using UNDP Quantum Platform;
• Perform buyer role in preparation of Purchase orders and contracts in Quantum, preparation of Recurring Purchase orders for contracting of services, supplier registration in Quantum, maintenance of the filing system in the procurement Unit;
• Implementation of the internal control system which ensures that Purchase orders are duly prepared, signed and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Assist in prioritizing procurement requisitions for appropriate actions to be taken by Procurement Associate; tracking of procurement processes up to delivery, acceptance and payment.  Follow-up with requesting units on their procurement requisitions, ensuring all requirements are met;
• Maintain Procurement Unit’s web page to provide up-to-date information, e.g. vendor lists, vendor registration forms, long-term agreement, procurement contracts, etc.;
• Compilation of information including updating case tracking for preparation of cost-recovery bills through SCOD and other corporate system for the procurement services provided by UNDP to other Agencies.
• Manage other day-to-day correspondence with both internal UNDP units and external partners as required.
• Provide support in creating Micro-Purchase orders in system for clients and amendment of Quantum Travel Pos (when required).

Contributes to implementation of sourcing strategy through:

• Input information to the roster of suppliers;
• Input suppliers’ performance evaluation focusing on specific goods and services procured for the organization.
• Coordination on supplier approval for OST and clients in follow-up with suppliers for required documents and GSSC for approval.
• Communication with suppliers about the status of respective procurement activity.

Ensures procurement service for Individual Contractors under Individual Contracts (IC) through:

• Processes IC service requests through GPN Roaster, Open advertisement or Direct Contracting ensuring that the services procured comply with UNDP rules and regulations, and value for money is obtained.

Supports facilitation of knowledge building and knowledge sharing in the CO through:

• Participation in the trainings for the operations/ projects staff on Procurement;
• Sound contributions to knowledge networks and communities of practice.
   

Achieve Results: LEVEL 1

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1

• Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1

• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1

• Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1

• Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1

• Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical:

Procurement - Procurement Management:

• The ability to acquire goods, services or works from an outside external source

Business Management - Operations Management:

• Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management - Communication:

• Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management - Customer Satisfaction/ Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

Procurement - Sourcing:

• Ability to find, evaluate and engage suppliers of goods and services

Required Skills and Experience