Procurement Associate (Internal Vacancy Announcement)
Jakarta
- Organization: UNOPS - United Nations Office for Project Services
- Location: Jakarta
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Administrative support
- Procurement
- Closing Date: Closed
Background Information - UNOPS
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, Governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background - Thailand Multi Country Office (THMCO)
The Thailand Multi Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises five main business units: THMCO Thailand, THMCO Indonesia, THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China.
Background Information - Job-specific
Under the direct supervision of the Senior Procurement Officer and under the guidance from the Head of Support Services, the Procurement 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 the relevant procurement personnel. In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.
Functional Responsibilities
Main responsibilities:
Summary of Key results area:
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Transactional Procurement Support services
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Procurement planning, requisitions and sourcing
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Bidding and tendering processes
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Contract administration
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Team Management
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Knowledge Building and Knowledge Sharing
Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:
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Incorporation of necessary steps to embed sustainability in the procurement process.
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Completeness of submissions to the Contract and Property Committees (CPCs).
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Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
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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;
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Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
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Information databases, all procurement files and records updated and maintained.
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Status reports generated, as required.
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Availability of all supporting documents for audit and review purposes;
2. Procurement planning, requisitions and sourcing Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:
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3. Bidding and tendering processes Undertakes or supervises technical support to bidding and tendering processes, focusing on achievement of the following results:
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4. Contract administration Supports efficient contract administration, focusing on achievement of the following results:
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5. Team Management
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6. Knowledge building and knowledge sharing
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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
- Completion of secondary school is required.
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First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required. Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.
Experience
- A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
- Experience in working with a range of stakeholders in developing countries.
- Some experience in UN system organizations is desirable.
- Experience in use of Enterprise systems including OneUNOPS is required.
- Proficiency in Google Suite application is desired.
Language
- Full working knowledge of English
- Knowledge of another official UNOPS language is an asset
Contract type, level and duration - Internship
Contract type: ICA
Contract level: LICA-6Contract 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.
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