Procurement Associate (Nationals Only)

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. 

UNDP Indonesia has a complex and challenging Country Programme covering a wide range of environment related issues, including climate change mitigation and adaptation, environmental governance and natural resource management, pollution, protecting biodiversity, renewable energies and waste management. The Programme also pursues linkages with other projects and programmes addressing issues such as disaster risk reduction, poverty eradication and inequalities under the framework of Sustainable Development Goals.

The United Nations Sustainable Development Cooperation Framework (UNSDCF) and UNDP Country Programme Document (CPD) are designed in full alignment with the 2030 agenda, The strategic priorities of UNDP Indonesia for the next five-years are encapsulated under four outcome areas: 1) Inclusive Human Development; 2) Economic Transformation, 3) Resilience to Climate Change and Disasters, and 4) Innovations for accelerating the achievement of the SDGs. 

Within the Indonesia Country Office (CO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support.  The team further provides demand-driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others. 

Within the Country Office (CO), the Programme team has a responsibility of developing, providing oversight, and ensuring adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the CPD and UNSDCF.  Programme staff provide high level advice on programming, technical issues covered under the CPD, advocate for UNDP Corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.

The CO also comprises of the Management Performance and Oversight team that provides strategic guidance entrusted with the corporate alignment, programme finance management, and quality assurance. It works closely with programme teams in target-setting, and results monitoring/reporting. The strategic communications team provides knowledge management and communication support to all programme interventions.

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Associate provides support to the Procurement Unit working in close collaboration with unit colleagues and with the Operations, Programme and project teams, UNDP HQs staff to successfully deliver procurement services.

The Procurement Associate will be part of a team also providing technical support to programmes and projects in the CO, or as otherwise directed.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.

Support to procurement processes programmes and projects focusing on achievement of the following results:

• Provision of inputs to preparation of procurement plans for the office.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, 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 UNDP ERP system, preparation of Recurring Purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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 reports on procurement in the CO
• Provision of procurement-related logistical services and tax exemptions and customs clearance processes.

Ensures organization of procurement-related logistical services focusing on achievement of the following results:

• Organization of purchase order preparation
• Processing tax exemption documents and timely customs clearance.
• Organization of Customs clearance information records and database.

Contributes to implementation of sourcing strategy focusing on achievement of the following results:

• Update of the rosters of suppliers.
• Conduct research on sourcing strategies to be emulated in the CO.

Supports 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.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination 

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
 

Cross-Functional & Technical Competencies

Business Direction & Strategy

Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Business Management

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

• Procurement management:The ability to acquire goods, services or works from an outside external source
• Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Strategic sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.