Procurement and Administrative Assistant - Tenders Global

Procurement and Administrative Assistant

United Nations Development Programme

tendersglobal.net

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Description

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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.

Minimum Qualifications of the Successful NPSA

Min. Academic Education:

  • 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.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18674

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Required Language(s) (at working level):

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