Procurement Assistant (Re-advertisement – Local post for Nationals of Thailand)

Background

** This is re-advertisement. The candidates who applied in the earlier round do not need to re-apply.

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.

Procurement Assistant works in close collaboration with the Operations Support Team in UN WOMEN’s Regional office and under daily supervision of the Procurement and Administrative 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 Office

• 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;
• Perform as Procurement Case Manager role for Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents in Quantum system, receipt of quotations, bids or proposals, and ensure advertisement in UNGM as necessary;
• Perform buyer role, prepare/close Purchase Orders (POs) and contracts in and outside Quantum system.
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.
• Process travel requests, 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