Regional Procurement Associate

UNCDF Office of Financial Management Services (OFMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. OFMS team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization. OFMS oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology.

The Regional Procurement Associate is part of the OFMS regional capacity and to be based in Bangkok and Suva . The role will report to the Regional Operations Manager, NOC and under the overall guidance of Chief Office of Finance and Management Services (OFMS) and is expected to work closely with regional programme and HQ OFMS operations colleagues. The Regional Procurement Associate is expected to provide support in execution of the full range of programme support & transactional services in areas of procurement, operations and HR support services for the Asia region, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance. The Regional Finance Associate will play a critical role in supporting the workflow of the OFMS regional team.

Scope of Work

Under the supervision of the Regional Operations Manager, the Regional Procurement Associate will provide a wide range of financial, programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations and policies. The detailed roles and responsibilities are outlined below:

Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies, through implementation of effective internal controls.
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map the procurement business processes in consultation with direct supervisor and office management.

Support in organizing procurement processes of the Region.

• Develop procurement planning and ensure procurement processes are on track, once the procedures are engaged. Draw up specifications for the equipment required for procurement in close consultation with programme and ensure proper operation, maintenance and appropriate distribution of such equipment.
• Support in implementation of procurement processes including preparation of bidding documents (on and off-quantum), collection of quotations, bids or proposals and making sure that all the procurement activities are performed as per UNDP/UNCDF procurement rules and process/project requirements. Create Purchase Orders (Pos) in ERP systen and manage POs.
• Assist to develop TOR, fill-up different forms, prepare meeting minutes/reports/check-list for procurement of goods and services/consultants.
• Preparation and submission of the procurement cases related to District Road Rehabilitation Fund (DRRF) to the Contract Asset and Procurement (CAP) committee and assist in the preparation of contract documents. Develop and maintain vendor scorecards and carry out regular assessment of vendor performance.
• Constant monitoring and analysis of the procurement, advise Project Manager for readjustment of the procurement budget allocation, advice on legal considerations and risks.
• Organization and coordination of customs clearance, insurance and registration of received equipment, organization of workshops, conferences, retreats and preparation of inventory reports for the management and audit purpose as required.

Support in implementation of the  sourcing strategies to find best values in the marketplace and align procurement strategy to project goals.

• With support from project management, update DRRF-relevant rosters and data-bases of suppliers and partners, in collaboration with procurement section.
• Continuously update on procurement issues and ensure that procurement tasks and activities are addressed timely and with due diligence.
• Provide support to Project Manager in tracking of all procurement processes up to delivery, acceptance and payment and inform DRRF Management.
• Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the provisions of the procurement principles Ensure quality and on time procurement of project goods/services.

Facilitate procurement knowledge building and knowledge sharing in regional office.

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Minimum Qualifications of the Successful NPSA

Minimum Academic Education:

• Secondary education is required;
• A university degree (Bachelor’s degree) in Business Administration or related fields will be given due consideration but is not a requirement;
• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should  be obtained within one year.

Minimum years of relevant Work experience:

• Minimum 6 years (for secondary education holders) or 3 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.

Desired additional skills and competencies:

• Experience working with national or international development organizations is an asset;
• Experience working within the UN system is a plus;
• Knowledge of automated procurement systems is an advantage.

Language Requirement:

• Fluency in Thai and English is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18450