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Procurement Assistant

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Last update: Aug 10, 2021 Last update: Aug 10, 2021

Details

Deadline: Aug 29, 2021 Deadline for applications has passed
Location: Thailand Thailand
Sectors: Procurement, Administration Procurement, Administration
Job type: Contract, 12 months +
Languages:
English, Thai English, Thai
Work experience: From 5 years
Date posted: Aug 10, 2021
Expected starting date: Nov 1, 2021

Attachments

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Description

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.

The UN Women Regional Office for Asia and the Pacific (ROAP) addresses gender equality and women’s empowerment challenges in the Asia-Pacific region, including deeply embedded discriminatory social norms and practices that perpetuate inequalities based on gender and other intersectional identities (e.g. ethnicity, class, region, age, disability, migratory status, and sexual orientation and gender identity, among others). The Regional Office works across the following areas: Governance and Inter-governmental support (including on Gender Statistics); Women’s Economic Empowerment (including Migration, Ending Violence Against Women; Women, Peace and Security; Climate Change, Disaster Risk Reduction and Humanitarian Action. Covering 42 countries within Asia and the Pacific, it exercises its triple mandate and functions i.e. Normative, Coordination and high-quality programming at a regional level and in support of UN Women’s offices and UN Country Teams in 24 countries across the region. The UN Women Asia Pacific Regional Office also oversees and manages programming in programme presences.

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 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 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.

2. 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.

3. Coordinate contract management processes for the Regional Office and Project Present Offices

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 and certification:

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;
Experience working with UN Agencies is an asset;
‘CIPS Certificate level 3’ is an asset.

Language Requirements:

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