Procurement Associate (NPSA6)
Hanoi | Nam
Viet Nam is among the countries most vulnerable to climate change. The Government of Viet Nam has made significant efforts in responding to climate change, including adoption of the National Climate Change Strategy and action plan, the Green Growth Strategy and implementation plan, legal frameworks and policies on disaster risk reduction. The country made unconditional commitment to reducing greenhouse missions, setting a target of 9 percent by 2030, or 27 percent with international support, compared to business-as-usual, in its Nationally Determined Contribution submitted to the UNFCCC.
UNDP is collaborating with the Ministry of Agriculture and Rural Development (MARD), Ministry of Construction (MOC), Ministry of Planning and Investment (MPI, as the GCF National Designated Authority), and seven (07) participating provinces of Thanh Hóa, Thừa Thiên Huế, Quảng Ngãi, Quảng Bình, Quảng Nam, Cà Mau và Nam Định, to implement a project “Improving the resilience of vulnerable coastal communities to climate change related impacts in Viet Nam” (herein after referred to as “the Project), financed by the Green Climate Fund (GCF). Under this project, UNDP targeted policy advisory service and technical assistance aim to increase the resilience of vulnerable coastal communities to climate change related impacts by empowering local communities, especially the vulnerable groups, to enhance their resilience, and by promoting the application of climate risk information and technologies for development planning, and the design and implementation of development programmes/projects in coastal areas, including the Programmes on Resilient Housing and Mangrove Forest.
UNDP is also collaborating with MARD and provinces of Dak Nong and Lam Dong to implement the project “Integrated sustainable landscape management through deforestation-free jurisdiction project in Lam Dong and Dak Nong, Viet Nam” (the EU project) supported by the funding from the EU. The project is to improve environmental sustainability and social inclusion and resilience of food production models and supply chains in the Central Highlands of Vietnam.
The Procurement Associate has following functions:
- Effective support to the Government Counterpart, PMU, CMUs, PPMUs, in planning and procuring services for the implementation of NEX/NIM activities of the Project, aiming to achieve the following results (30%) (for GCF and EU project).
- Effective planning, organization, and execution of procurement processes for DEX/DIM activities of the Project, aiming to achieve the results (60% for both GCF and EU)
- Contribution to knowledge management and support to the UNDP’s Climate Change and Environment Programme, focusing on achievement of the results (10%).
Effective support to the Government Counterpart, PMU, CMUs, PPMUs, in planning and procuring services for the implementation of NEX/NIM activities of the Project, aiming to achieve the following results (30%) (for GCF and EU projects):
- Support in the project planning, management and implementation;
- Support the Government counterparts in setting up PMU, CMUs, and PPMUs and support PMU, CMUs, and PPMUs in setting up proper system, templates, and tools for procurement work of the 2 projects;
- Guidance and support to the concerned staff at PMU, CMUs, and PPMUs on routine procurement work, including collection of procurement data to make timely inputs to the preparation and approval of the Project’s work-plans and procurement plans;
- Effective support to the Projects ensure timely procurement and recruitment of consultants and services/goods providers;
- Regular review project procurement activities and identify bottle necks and recommend alternative approach and options to speed up and smoothen the procurement processes for timely procurement of services;
- Analyze and monitor overall project procurement situation and timely alert PMS on shortfalls and slowness of procurement or any exceptions to facilitate timely actions and informed decisions;
- Review all Solicitation documents of PMU, CPMU and PPMUs in compliance with Project Implementation Manual (PIM).
- Review bidding documents of above $50k procurement cases before contract signing to maximize compliance with rules and regulations of Vietnam Bidding Law and other legal documents.
- Join spot-checks, HACT audits, and support implementation of audit recommendations;
Effective planning, organization, and execution of procurement processes for DEX/DIM activities of the Project, aiming to achieve the following results (60% for both GCF and EU):
- Full compliance of procurement activities with UN/UNDP rules, regulations, and policies; implementation of the effective internal control;
- Preparation of procurement plans and implementation monitoring of procurement plans for these 2 Projects;
- Organization of procurement processes for both individual contracting services and professional sub-contracting services, and goods procurement. This includes tasks relating to hiring individual contractors such as drafting vacancy announcement, screening of candidates, participation in interview panels; and tasks relating to sub-contracting professional services such as finalizing interview minutes preparation and conducting RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas;
- Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
- Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on purchase orders with budget check errors and other problems;
- Arrangement for translation services for Project as required;
- Arrangement for clearance of the project shipments.
Contribution to knowledge management and support to the UNDP’s Climate Change and Environment Programme, focusing on achievement of the following results (10%).
- Effective support to the organization of policy dialogues and other events on and climate change, resilient housing, mangrove forests, integrated landscape management organized or hosted by UNDP;
- Provide advice and support strategic and large procurement case of CCE Unit if mobilized by the Unit Head
- Provide advice and coaching and sharing knowledge and experience to new procurement members in CCE Unit as mobilized by Unit Head
- Lead and document synthesis of lessons learnt and best practices in Procurement and contributions to knowledge networks and communities of practice on procurement and administration.
- Sourcing approach: Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
- Professional growth through active learning.
- 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
- Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements forAM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Travel contract management: Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.
- Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
- Procurement management: The ability to acquire goods, services or works from an outside external source.
- Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
- Sourcing: Ability to find, evaluate and engage suppliers of goods and services.
- Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
- A minimum six years (with secondary education), or three years (with Bachelors’ degree) of progressively responsible administrative/procurement experience or support to the programme/project implementation is required.
- Knowledge of automated procurement systems, experience in handling of web based management systems;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
- Basic understanding of climate change, or disaster risk reduction or environment;
- Knowledge of UNDP programme practices is an asset;
- Ability to work with colleagues and collaborators of different national and cultural backgrounds.
Language requirement :
- Full fluency in English and Vietnamese.