Procurement Assistant (NPSA4)

UNDP works in around 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

United Nations Development Programme (UNDP) China is the China country office of the United Nations Development Programme – the global development network of the United Nations. UNDP has been working in China over the past 40 years, partnering to advance various phases of China’s development. We provide development advisory services and implement projects through innovation and applying our international experience and network in three pillars: supporting China’s transformation to a low-carbon economy so that more people enjoy a cleaner, healthier environment; facilitating China’s shift to using the SDGs as a standard for its inclusive development, economic decisions and investments, and supporting China’s international cooperation and south-south engagement for SDG attainment.

Under the guidance and supervision of the Procurement Officer, the Procurement Assistant provides administrative and procurement management support services ensuring high quality and accuracy of work, and execution of transparent and efficient services and processes in CO. The assistant promotes a client, quality and results-oriented approach.

The assistant works in close collaboration with the operations in the CO, other UNDP country offices and other UN agencies staff to exchange information, resolve complex procurement and administrative issues and ensure consistent service delivery. The incumbent will be responsible for:

• Provision of Administration and Logistics Management Support
• Implementation of Procurement Work.  

Ensure provision of administrative and programming support to the implementation of the project, focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control framework
• Assist management of PROMPT – online procurement planning platform
• Provide peer-peer support to other UNDP country offices and other UN agencies on procurement activities 
• Assist to develop and consolidate terms of reference for procurement of services and specifications for procurement of goods
• Support on supply sourcing including reaching out to potential suppliers and searching from different sources
• Assist to develop solicitation documents including Request for Quotation, Request for Proposal and Invitation to Bid
• Arrange posting procurement advertisement and circulating solicitation notice 
• Contribute and facilitate bid evaluation including both technical and financial parts;  Prepare and consolidate evaluation report
• Prepare requisition and contract for services in accordance with relevant policies
• Provide administrative and logistic support to the organization of the conference, workshop and training session
• Assist in coordinating and implementing travel arrangements per agency request
• Consolidate, update and maintain supply roster list
• Obtain vendor information and ensure vendor profile is established in the system
• Arrange and follow up on payment; Ensure to prepare an invoice and collect cost recovery for service rendered to projects or other agencies.
• Document and file all related papers for implementation of the project

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Procurement

• Sourcing: Ability to find, evaluate and engage suppliers of goods and services

Procurement

• Procure-to-pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

Administration & Operations

• Events Management (including retreats, trainings and meetings: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• Completion of High school is required or
• A Bachelors degree with major in Business, Marketing, Public Administration or Public Procurement will be given due consideration

• High school with four years or Bachelor’s degree with one year’s relevant experience in procurement and administration
• Administrative and procurement experiences in public sector would be preferred

Language Requirements:

• Fluency in English and Chinese