Vacancy at UNDP - PROCUREMENT ASSISTANT

PROCUREMENT ASSISTANT (FOR INDONESIAN NATIONALITY ONLY)

Location :	Banda Aceh, INDONESIA
Application Deadline :	11-Feb-11
Type of Contract :	Service Contract
Post Level :	SC-5
Languages Required :	English
Expected Duration of Assignment :	Up to 31 December 2011

Background

UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

Under the guidance and supervision of the Procurement Associate, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations programme and projects staff in the SO, CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• Control of SO Assets
• Provision of logistical services
• Support to knowledge building and knowledge sharing

1. 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 SO Procurement business processes mapping and elaboration of internal Standard
• Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Supports procurement processes for SO, NEX/DEX projects and at the request of other Agencies 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 and SSA/IC documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.
• 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.
• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
• Maintenance of contract management Data update

3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers.

4. Ensures proper control of SO Assets focusing on achievement of the following result:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification check-up in the SO and projects.

5. Ensures provision of logistical services focusing on achievement of the following results:

• Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Supports knowledge building and knowledge sharing in the SO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on Procurement.
• Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

Competencies

IV. Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets
• Good knowledge of financial rules and regulations
• Strong IT skills
• Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Required Skills and Experience

V. Recruitment Qualifications

Education:
Bachelor Degree in Business, Public Administration or any other related field, and specialized training in procurement would be desirable.

Experience:
4 years of relevant Procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:
Fluency in the UN and national language of the duty station.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement.We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Apply Now