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Procurement Senior Associate

Bangkok (Thailand)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bangkok (Thailand)
  • Grade: LICA-7, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Procurement
    • Administrative support
  • Closing Date: 2021-06-30

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Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background Information - Indonesia

Background information - THMCO

The Thailand Multi Country Office (THMCO) is a UNOPS business unit under the UNOPS Asia Regional Office. The Hub was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific. 


The Thailand Multi Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and Pacific. With its head office in Bangkok, the Hub comprises three main offices: THMCO Thailand, THMCO Indonesia and the THMCO Pacific Cluster and and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.


Background Information - Job-specific

Background Information – Job Specific 

Under the direct supervision of the Procurement Senior Officer and under the guidance from the Head of Support Services, the Procurement Senior Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service. 

Functional Responsibilities

Main responsibilities: 

Summary of key results:

  1. Transactional Procurement Support services

  2. Procurement planning and systems 

  3. Requisitions/procurement and sourcing 

  4. Bidding and tendering 

  5. Contract administration

  6. Team Management (if assigned)

  7. Knowledge building and knowledge sharing


1. Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following 


  • Execution of necessary steps to embed sustainability in the procurement process.

  • Completeness of submissions to the Contract and Property Committees (CPCs).

  • Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.

  • Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources;

  • Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.

  • Information databases, all procurement files and records updated and maintained.

  • Status reports generated and presented, as required.

2. Procurement planning and systems 

Ensures support to procurement planning and systems, focusing on achievement of the following results:


  • Collaboration with projects personnel and Managers in the preparation of their procurement plan;

  • Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity

  • Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

  • Constant liaison maintained with vendors and consignee until safe delivery of goods is achieved. 


3. Requisitions/procurement and sourcing 

Manages requisitions/procurement and sourcing support processes, focusing on achievement of the following results:


  • Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;

  • Review of requisitions for completeness;

  • Preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests 

  • Drafting of letters, memoranda, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;

  • Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters

  • Preparation of weekly / monthly / quarterly /ad-hoc reports on procurement matters;

  • Liaison with projects and other relevant stakeholders on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

  • Availability of all supporting documents for audit and review purposes;

  • Database maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics.


4. Bidding and tendering 

Ensures compliant and efficient   bidding and tendering processes, focusing on achievement of the following results:


  • Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

  • Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments;

  • Together with the established evaluation panel, conduct , review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body;

  • Preparation of LCPC, HQCPC, or designated body, submission together with the requesting programme/operations component;

  • Ensures accurate, complete and updated records of all procurement cases and processes in the MCO 

5. Contract administration

Ensures provision of support to efficient contract administration, focusing on achievement of the following results:


  • Preparation of contracts for signing by vendors and UNOPS Procurement Authority;

  • Follow-up on signing of contracts by vendors;

  • Obligation of funds in relevant corporate system and obtaining of appropriate signatures for approval;

  • Dissemination of contract advertisement and awards;

  • Maintenance of contracts and filing system;

  • Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics.

  • Ensuring timely and compliant renewals of contracts as needed

  • Ensuring follow up with project teams/clients on completion of milestones indicated in contracts and initiation of milestone payments in a timely manner

  • Ensuring compliance with UNOPS guidance and requirement regarding the management of Purchase Orders and Receipts.


6. Team Management (if assigned)
  • Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

  • Provides oversight, ensuring compliance by team members with existing policies and best practices.


7. Knowledge building and knowledge sharing

  • Organizes, facilitate and/or deliver training and learning initiatives for personnel on procurement

  • Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement

  • Collects feedback, ideas, and internal knowledge about processes and best practices and utilizes productively.

Impact of Results


The effective and successful achievement of results by the Procurement Senior Associate affects the performance of major aspects of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables.  This ensures client satisfaction and promotes the image and credibility of UNOPS as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.


Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education 

  • Completion of secondary school is required. 

  • First University Degree in Procurement, Supply Chain Management, Law, Commerce, Business Administration, or related areas is preferred but not required. Relevant certification in procurement and/or supply chain management (CIPS or similar) is a distinct advantage


Experience

  • A minimum of seven (7) years of experience in procurement of goods, services or works in a reputable national and/or international public or corporate organization, in combination with a highschool diploma (secondary school completion), and other combinations of relevant experience and relevant education as shared below apply 

  • Supervisory experience of personnel in procurement support services is desirable.

  • Some experience in UN system organizations is desirable.

  • Experience in use of Enterprise systems including OneUNOPS is desirable


Other education and experience combinations that shall be considered:

  • At least three (3) years relevant experience in combination with a first university degree

  • At least five (5) years relevant experience in combination with a a technical diploma

Language

  • Full working knowledge of English and Thai is required 

  • Knowledge of another official UNOPS language is an asset 

Contract type, level and duration - Internship

Contract type: ICA 

Contract level: LICA-7
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

The position is based in a family duty station.


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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