Procurement Specialist (SEA-MaP) (Retainer), LICA-10, homebased

South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines and EAPMCO Cambodia.

In 2023, the UNOPS EAPMCO implemented projects worth more than USD 75 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

SEA MAP

SEA-MaP is a regional World Bank (WB)-financed five-year program aiming to support the Member States of the Association of Southeast Asian Nations (ASEAN) to combat marine plastic pollution and address associated negative effects by contributing to the implementation of the ASEAN Regional Action Plan on Combating Marine Plastic Debris in ASEAN Member States. The regional project is designed along three components: (1) Strengthen Regional Policies and Institutions for Plastics Circularity; (2) Establishing Regional Platforms to Promote Innovation, Knowledge, and Partnerships for Plastics Circularity; and (3) Project Management. A detailed description of the project is available in the Project Appraisal Document (PAD).

SEA-MaP is being implemented by the Association of Southeast Asian Nations (ASEAN) through the ASEAN Secretariat (ASEC). The implementation structure is comprised of a Project Steering Committee (PSC), a Project Management Unit (PMU), and a Regional Implementation Support Unit (RISU), and will focus on building the capacity of the ASEC and other stakeholders. UNOPS personnel embedded in the RISU will have clear and well-defined roles and responsibilities and each personnel will have its respective counterpart in the PMU.

The PMU plays a central role in program implementation, coordination, and monitoring, including providing day-to-day project operation and supervision. The PMU works closely with the PSC, RISU, and the relevant departments and divisions in ASEC, and seek their support and advice as needed. To enable effective communication and collaboration, the PMU will be co-located in ASEC’s office compounds in Jakarta, Indonesia.

The SEA-MaP PMU is seeking an experienced, agile, and hands-on Procurement Specialist to join its team in Jakarta, Indonesia. This role involves developing communication materials and implementing the SEA-MaP Communication Strategy to enhance the program’s visibility. The Procurement Specialist will work under the supervision of the Senior Project Manager and in close coordination with the PMU Project Director, and coordinate with relevant project stakeholders (e.g., the World Bank, RISU and the relevant divisions at the ASEC).

The position is open to either nationals of Indonesia or other AMS already residing and eligible to work in Indonesia.

Scope of assignment:

UNOPS is seeking the expertise of a Procurement Specialist (Retainer) to accomplish the ongoing procurement actions managed by the PMU/ASEC. The overall scope may include but not limited to:

• Implement and advise on the whole procurement process for goods and works and non-consulting services according to the Project Procurement Plan(s)
• Assist with the process of the selection and employment of project consultants according to project Procurement Plan(s)
• Lead in the evaluation of bids/proposals
• Assist with the development, updating and monitoring of project procurement plans
• Prepare TORs for specialist procurement services as required
• Assist with identifying appropriate vendors for purchases of goods and services
• Provide administrative and logistical support to the PMU
• Provide procurement training to all relevant stakeholders as required

The position will directly report to the Senior Project Manager-SEA-MaP and work in close coordination with the PMU Director, ASEC.

Functional Responsibilities

The Procurement Specialist will work as a retainer for a maximum of 6 days per month. The successful candidate is expected to take on duties as soon as possible. This is not a full-time position. Retainers may be requested to carry out tasks on an intermittent and need basis. There are no minimum hours or days guaranteed.

The Procurement Specialist will be responsible, under the coordination with the PMU Project Director, for providing procurement support and technical assistance to PMU, in compliance with the applicable World Bank Procurement Guidelines, the provisions of the Legal Agreements, and all relevant laws. The Specialist will also assist with procurement-related training, and provide an advisory role in all procurement tasks and issues and operations-related responsibilities. The Procurement Specialist will be expected to carry out the following activities but not limited to:

1. Implement and advise on the whole procurement process for goods and works and non-consulting services according to the Project Procurement Plan(s) and the applicable World Bank’s Procurement Regulations including:

• Review and assist in the preparations of the technical specifications of goods/works;
• Support in advertising of the Invitation for Bids/ Quotations;
• Identify the sources of supply, evaluate the eligibility and qualifications in order to prepare the list of suppliers/contractors for contracts procured using the purchasing method; and
• Prepare bidding documents/requests for quotations, bids/quotations evaluation reports, contract conditions in accordance with the sample documents applied for the respective projects with the support of the technical experts.

2. Assist with the process of the selection and employment of project consultants according to project Procurement Plan(s) and the applicable WB’s Procurement Regulations including:

• Assist in preparation and finalization of Terms of Reference (TORs), requesting for expression of interest, short-listing of consultants, RFPs, drafting contracts, etc.;
• Undertake due diligence assessments and compliance checks for organisations selected through the procurement process;
• Review evaluation reports and contract negotiation with selected consultants; and
• Assist in monitoring and supervising the contract implementation.

3. Lead in the evaluation of bids/proposals, and the preparation of reports, more specifically:

• Ensure the technical, commercial and financial aspects of the bids/proposals are evaluated, in accordance with the requirements of the relevant procurement documents;
• Review and issue comments, as necessary, on contract packages procured;
• Assist in the review and preparation of the WB’s standard evaluation reports prepared by the PMU for all contracts subject to prior review before their sending to the WB for “no objection”;
• Ensure that project costing is in line with the project outcome; and
• Ensure the timely procurement documentation for goods, works, and services (procurement planning and implementation).

4. Assist with the development, updating and monitoring of project procurement plans including preparing the procurement time schedule for the implementation of this plan.

5. Prepare TORs for specialist procurement services as required from time to time. Assist and facilitate the review and evaluation of proposals from consultants. Assist with managing the quality and timeliness of consultants’ work to World Bank, ASEC and relevant procurement standards. Lead technical review of draft and final deliverables. Coordinate review by World Bank Procurement Specialists. Manage consultations and disclosure of documents.

6. Assist with identifying appropriate vendors for purchases of goods and services that the project may require.

7. Provide administrative and logistical support to the PMU as required.

8. Set up effective record keeping systems for all prior review and post review contracts or commitments register.

9. Provide procurement training to all relevant stakeholders as required and guide, mentor, and train other relevant staff in procurement undertakings.

• Undertake additional tasks as assigned by the SEA-MaP PMU Project Director and Senior Project Manager

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Mandatory

Education:

• An advanced degree with a major in a relevant discipline (e.g. business administration, engineering, Environment, commerce, law, procurement, public policy, etc.) is required;
• First-level University Degree (Bachelor’s degree) with two (2) additional years of relevant professional experience may be accepted in lieu of the advanced university degree.

Experience:

• Minimum of five (5) years of directly relevant experience in carrying out technical duties in procurement inside and/or outside the World Bank, other multilateral banks, or a similar environment.
• Demonstrated knowledge and experience working on World Bank procurement guidelines and/or regulations (ADB or other Multilateral Bank regulations acceptable) is preferred.
• Experience with World Bank Systematic Tracking of Exchanges in Procurement (STEP) or a similar platform is preferred.
• Experience in in Word, Excel, PowerPoint, Outlook, or google suite is required.
• Experience, knowledge of, and familiarity with the ASEAN cooperation framework and processes, particularly the procurement process in the ASEAN region and the ASEAN Secretariat, is preferred.
• Experience with stakeholder engagement for development projects, including various communication and engagement methods is preferred.

Language:

• Fluency in English is required.
• Working knowledge of any ASEAN language is an asset

Contract type, level and duration

1. Contract type: Local Individual Contractual Agreement (LICA) – Retainer
2. Contract level: ICS 10 / LICA 10
3. Contract duration: Four months

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Disclaimer: In duty stations where the NPO category has been established by the International Civil Service Commission (ICSC), a Local Individual Contractor Agreement (LICA) will be issued for a home-based contract.

This is not a full-time position. Retainers may be requested to carry out tasks on an intermittent and need basis. There are no minimum hours or days guaranteed.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.