Procurement and Administrative Assistant

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