Procurement & Admin Associate

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.

Under the guidance and direct supervision of the Operations Specialist, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate supervises and leads the Administrative Assistant. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

• Administration and implementation of procurement related operational strategies
• Organization of procurement processes
•  Implementation of sourcing strategy and e-procurement tools
•  Control of CO Assets
• Organization of logistical services
• Facilitation of knowledge building and knowledge sharing

Ensures administration and implementation of the procurement related operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

 Organizes procurement processes for clients focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. 
• Preparation of Purchase orders and contracts in and outside the ERP. Buyers profile in the ERP.
• Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP), and Advisory Committee on Procurement (ACP).
• Manage ERP tools, including creation-tracking-closing of POs, payment to suppliers and reporting tools on procurement.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of researched information on procurement.
• Preparation of cost-recovery bills in the ERP for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. 
• Successful implementation of UNDP corporate electronic tools for procurement function.
• Dissemination of best practices in the use of various electronic systems related to procurement to project/programme colleagues.

 Ensures proper control of CO Assets focusing on achievement of the following results:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

Ensures organization of administrative and logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
•  Liaison with relevant Ministries and Departments on processes such as Foreign Affairs, Customs, Inland 
• Revenue Board, Transport Department and other as necessary.
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent); preparation of all necessary documentation, implementation of follow-up actions.
• Processing requests for visas, identity cards and other documents.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement, Travel and Protocol matters, including training and supporting colleagues on Quantum and other online applications.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: 

• The Procurement Associate will be responsible for supervision, performance management and development of the Administrative Assistant.

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain, coalitions/partnerships.
• Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in decision making. 

People Management competencies

• UNDP People Management Competencies can be found on the dedicated site.

Cross-Functional & Technical competencies 

Business Direction & Strategy

• Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome; Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

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.
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
• 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 fulfil 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 

• Contract Management:  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement Management The ability to acquire goods, services or works from an outside external source.
• Strategic Sourcing: Ability to work with incomplete information and balance