Join UNDP as a Procurement and Administrative Assistant (NPSA5). 2024
UNDP Procurement and Administrative Assistant (NPSA5) Position
Location: Bangkok, Thailand
Type of Contract: National Personnel Service Agreement (NPSA)
Job Identification: 18674
Agency: UNDP
Grade: NB2
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year
Posting Date: 06-Jun-2024, 05:26 AM
Application Deadline: 20-Jun-2024, 06:59 PM
Job Schedule: Full-time
Education & Work Experience: Bachelor’s Degree with 2 years of experience OR High School certificate with 5 years of experience
Languages Required: English and Thai
Vacancy Timeline: 2 Weeks
About UNDP
At the United Nations Development Programme (UNDP), we prioritize diversity, equity, and inclusion. We believe that our strength lies in the multiplicity of cultures and backgrounds represented in our workforce. We foster an inclusive environment where every individual feels empowered to contribute to our mission. UNDP is dedicated to increasing the representation of underserved populations, encouraging applications from marginalized and excluded groups.
We maintain a zero-tolerance policy against sexual exploitation, abuse, harassment, and discrimination. All selected candidates will undergo rigorous reference and background checks to ensure a safe and respectful workplace.
Office/Unit/Project Description
The Regional Bureau for Asia and the Pacific (RBAP) of UNDP focuses on developing the region’s capacity to promote and accelerate action towards achieving the Sustainable Development Goals (SDGs). The Bangkok Regional Hub (BRH) of RBAP supports the work of 25 offices in the region, implementing the UNDP Strategic Plan and fostering partnerships within the region and with development actors.
The Operations Support Team (OST) at BRH provides a variety of time-sensitive operational services to clients, including the UNDP Thailand Country Office and other supported agencies. Under the guidance and direct supervision of the Procurement and Administration Analyst, the Procurement and Administrative Assistant delivers reliable procurement and administrative services, demonstrating a client-oriented, flexible approach, and the ability to work with people from diverse national and cultural backgrounds.
Scope of Work
Under the overall guidance and supervision of the Procurement and Administration Analyst, the Procurement and Administrative Assistant will perform the following duties and responsibilities:
1. Support to Procurement Unit:
- Conduct Procurement Processes: Ensuring compliance with UNDP procurement rules and regulations is a critical part of the role. This involves conducting procurement processes meticulously, ensuring that all purchase orders and contracts are issued based on established guidelines. The Assistant must stay up-to-date with UNDP procurement policies to ensure all procedures are followed accurately.
- Buyer Role in Quantum: The Procurement and Administrative Assistant will perform the Buyer role in Quantum, UNDP’s enterprise resource planning system. This includes preparing and closing Purchase Orders (POs) and contracts, both within and outside Quantum. The role requires detailed attention to ensure all entries are correct and up-to-date.
- Review Procurement Requests: Initiating procurement procedures for office and project equipment, supplies, and services as necessary. The Assistant will review requests and ensure that all necessary documentation and approvals are in place before proceeding.
- Assistance with Team Tracking: Assisting the team in tracking service records into corporate systems. This includes maintaining accurate records and ensuring that all procurement activities are logged and monitored.
- Updating Case Tracking Systems: Supporting procurement processes within the unit, including updating case tracking and other corporate systems. This involves administrative support on SCOD, personnel security information, email accounts, and contract renewal notices.
- Supplier Coordination: Coordinating supplier approvals for OST and clients, following up with suppliers for required documents and GSSC approval. This involves regular communication with suppliers to ensure all documentation is accurate and up-to-date.
- Communication with Suppliers: Communicating with suppliers about the status of procurement activities. This includes managing day-to-day correspondence with both internal UNDP units and external partners.
- Additional Support: Providing other procurement/administrative support as required by the supervisor. This includes handling ad-hoc tasks and ensuring that all procurement activities are efficiently managed.
2. Effective Document Management:
- Record-Keeping: Supporting the record-keeping of the Procurement Database and relevant electronic copies. This involves maintaining accurate and up-to-date records of all procurement activities.
- Filing System: Maintaining an organized filing system. This includes ensuring that all documents are filed correctly and can be easily accessed when needed.
3. Support to Administrative Unit:
- Physical Inventory Checks: Performing physical inventory checks for required units. This involves verifying the accuracy of inventory records and ensuring that all assets are accounted for.
- Cost Recovery Management: Managing cost recovery through SCOD and ASL and submitting to the finance unit monthly. This involves tracking costs and ensuring that all recoverable costs are accurately recorded and submitted.
- IT Account Management: Managing IT accounts for suppliers and cost recovery of IT accounts monthly. This includes registering and managing the security database of UNDP suppliers.
- Administrative Tasks: Performing other administrative tasks as assigned by the supervisor. This includes handling PO invoices and processing payments to suppliers, as well as any other tasks necessary to support the administrative unit.
4. Implementation of Sourcing Strategy:
- Long-Term Agreements Maintenance: Supporting the maintenance of long-term agreements for OST. This involves ensuring that all agreements are up-to-date and compliant with UNDP policies.
- Updates to T-Station: Assisting with periodic updates to T-Station on procurement-related pages. This involves keeping abreast of the latest UNDP procurement guidelines and ensuring that all information is current.
- Support to Assets and Inventory Management: Providing support to assets and inventory management. This includes ensuring that all assets are accurately recorded and managed in compliance with UNDP guidelines.
Institutional Arrangement
The Procurement and Administrative Assistant works closely with the Operations Support Team at the UNDP Bangkok Regional Hub to ensure consistent service delivery. A client-oriented and efficient approach is critical to maintaining UNDP’s positive image. The Assistant must be available during the working hours of the UNDP Bangkok Regional Hub.
Competencies
Core Competencies:
- Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadlines. This competency emphasizes the importance of meticulous planning and execution in achieving the desired outcomes.
- Think Innovatively: Open to creative ideas, pragmatic problem solver, makes improvements. The ability to think outside the box and find innovative solutions to challenges is highly valued.
- Learn Continuously: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback. This competency highlights the importance of continuous learning and self-improvement.
- Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. The ability to remain flexible and adapt to changing circumstances is crucial.
- Act with Determination: Shows drive and motivation, able to deliver calmly in the face of adversity, confident. This competency emphasizes the importance of determination and resilience.
- Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships. Building strong, positive relationships is key to effective teamwork.
- Enable Diversity and Inclusion: Appreciates/respects differences, is aware of unconscious bias, confronts discrimination. This competency underscores the importance of fostering an inclusive environment.
Cross-Functional & Technical Competencies:
- Procurement Management: The ability to acquire goods, services, or works from external sources. This competency requires a deep understanding of procurement processes and best practices.
- Events Management: The ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements. Effective event management skills are essential for organizing and executing successful events.
- Customer Satisfaction/Client Management: The ability to respond timely and appropriately, provide consistent solutions, deliver quality results, and understand clients’ needs. This competency emphasizes the importance of client satisfaction and effective client management.
Minimum Qualifications
Education:
- Secondary Education: A high school certificate is required.
- Bachelor’s Degree: A degree in Business Administration or related fields is an asset but not a requirement.
Experience:
- Secondary Education Holders: Minimum 5 years of relevant work experience in procurement or administrative functions.
- Bachelor’s Degree Holders: Minimum 2 years of relevant work experience in procurement or administrative functions.
Skills and Competencies:
- Computer Proficiency: Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.
- Nationality: For this position, Thai nationality is required.
Desired Skills:
- Development Organizations: Experience working with national or international development organizations is an asset.
- UN System: Experience within the UN system is an advantage.
- Automated Procurement Systems: Knowledge of automated procurement systems is a plus.
Language Requirements:
- English and Thai: Fluency in both languages is required.
Work Environment
Collaborative Culture:
At UNDP, we foster a collaborative culture that encourages teamwork and mutual support. The Procurement and Administrative Assistant will work closely with colleagues from diverse backgrounds, contributing to a dynamic and inclusive work environment. The ability to collaborate effectively with others is essential for achieving our organizational goals.
Professional Development:
UNDP is committed to the professional development of its staff. As a Procurement and Administrative Assistant, you will have opportunities to enhance your skills and advance your career. UNDP provides access to training and development programs, encouraging continuous learning and growth.
