Procurement and Administrative Assistant (NPSA5)

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress towards achieving the Sustainable Development Goals (SDGs). It implements the UNDP Strategic Plan in Asia and the Pacific and delivers on UNDP’s partnerships within the region and with development actors in the region. The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in this region.

The Operations Support Team (OST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the guidance and direct supervision of the Procurement and Administration Analyst, the Procurement and Administrative Assistant provides reliable procurement and administrative services.

The incumbent demonstrates a client-oriented, flexible approach and ability to work with people of different national and cultural backgrounds.

Scope of Work

Under overall guidance and supervision of the Procurement and Administration Analyst, the Procurement

and Administrative Assistant will perform the following duties and responsibilities:

• Support to procurement unit focusing on achievement of the following results:
• Conduct procurement process and ensure that purchase orders and contracts are issued based on the guidelines of UNDP procurement rules and regulations;
• Perform Buyer role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Assistance to team in tracking service records into corporate system;
• Assisting procurement processes in the unit including updating case tracking and other corporate system [including administrative support on SCOD, support to personnel security information, email accounts, contract renewal notices];
• 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;
• Manage other day-to-day correspondence with both internal UNDP units and external partners as required;
• Other procurement/administrative support as required by the supervisor.
• Ensures provision of effective documents management focusing on achievement of the following results:
• Support record keeping of Procurement Database and electronic copies as relevant;
• Maintain filing system.
• Support to administrative unit focusing on achievement of the following results:
• Performing assets physical inventory checking for the required units;
• Manage the cost recovery through SCOD and ASL and and submit to finance unit monthly;
• Manage the IT account for the suppliers and cost recovery of IT accounts monthly.Register and Manage the security database of UNDP suppliers;
• Perform other administrative tasks as assigned by supervisor;
• Handling the PO invoices and process payment to suppliers.
• Contributes to the implementation of sourcing strategy focusing on achievement of the following result:
• Supports Long-term agreements maintenance for OST
• Supports periodic updates to T-Station on procurement-related pages
• Keeps abreast of latest UNDP procurement guidelines as relevant.
• Support to assets and inventory management.

Institutional Arrangement

The Procurement and Administrative Assistant works in close collaboration with the Operations Support Teamin UNDP Bangkok Regional Hub, to exchange information and ensure consistent service delivery. A client-oriented and efficient approach impact on the image of UNDP in the country. The Procurement and Administrative Assistant should make him/herself available during working hour of UNDP Bangkok Regional Hub.

Competencies

Core

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 Competencies

Procurement – Procurement Management: The ability to acquire goods, services or works from an outside external source.

Administration & Operations – Events management: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

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.

Min. Academic Education

Minimum Qualifications of the Successful NPSA

• Secondary education;
• A university degree (Bachelor’s degree) in Business Administration or related fields will be given due consideration but is not a requirement.

Min. Years Of Relevant Work Experience

Minimum 5 years (for secondary education holders) or 2 years (for Bachelor’s holders) of relevant work experience in procurement or administrative functions.

Required Skills And Competencies

• Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages;
• For this position it is required Thai nationality.

Desired Additional Skills And Competencies

• Experience working with national or international development organizations is an asset;
• Experience working within the UN system would be an asset;
• Knowledge of automated procurement systems would be an advantage.

Required Language(s) (at Working Level)

Fluent in English and Thai.

Disclaimer

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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