Procurement Assistant

Details

Mission and objectives

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Context

The Operations Management team of UN Women ROAP comprises of finance, human resources, ICT, procurement, administration, and resources management, providing operational support and advice to ROAP management and programme teams as well as M/COs and Project Offices in the Asia and the Pacific region. Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Procurement Associate, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to success-fully deliver procurement services.

Task description

Under the direct supervision of the UN Women Procurement and Administrative Associate, the UN Volunteer will undertake the following tasks: 1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies • Research and draft responses to enquiries for clearance by direct supervisor or Operations Manager • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction; • Implement procurement management policies and strategies; • Contribute to the development of sourcing strategies. 2. Coordinate procurement processes for the Regional Office and Project Present Offices • Provide inputs to the preparation of procurement plans for programmes /projects; • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary; • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and ensure advertisement in e-procument platform as necessary; • Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas; • Prepare submissions to the Procurement Review Committee (PRC), as necessary. • Process travel requests, as necessary. 3. Coordinate contract management processes for the Regional Office and Project Pre-sent Offices • Provide administrative support to contract management processes; maintain databases; • Develop and update the rosters of suppliers; • Maintain filing system. 4. Facilitate knowledge building and knowledge sharing • Participate in trainings for the operations/projects staff; • Provide support to the synthesis of lessons learnt and best practices. 5. Organize logistical services • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required; 6. Perform other administrative tasks as assigned by supervisor. Results/expected outputs: As an active UN Women team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN Women and its beneficiaries in the accomplishment of her/his functions, including: • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget • Proper and accurate maintenance of files and databases, documents are easily retrievable • Timely organization of logistics activities