Procurement and Administrative Analyst, Bangkok, Thailand

Organization: UNDP - United Nations Development Programme

Country: Thailand

City: Bangkok, Thailand

Office: UNDP Regional Centre in Bangkok

Grade: NO-B

Closing date: Monday, 5 October 2020

Job ID: 32901

Practice Area - Job Family: Management - PROCUREMENT AND ADMINISTRATIVE

Vacancy End Date: (Midnight New York, USA) 05/10/2020

Duty Station: Bangkok, Thailand

Education & Work Experience: I-Master’s Level Degree - 2 year(s) experience

Languages: English, Thai

Grade: NOB

Vacancy Type: FTA Local

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: 1 Year with possibility for extension

*This position is open to Thai Nationals only**

Background

Purpose: Effective delivery of procurement and administrative services, consistent with UNDP rules and regulations.

Context: The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress towards achieving the Sustainable Development Goals (SDGs). In so doing, it implements the UNDP Strategic Plan in Asia and the Pacific and delivers on UNDP’s partnerships within the region and with development actors in the region. The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in the region.

The Transactional Services Team (TST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the guidance and direct supervision of the Manager TST, the Procurement and Administration Analyst provides leadership in execution of procurement and administrative services in ensuring their effectiveness, transparency and integrity. S/he promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement and Administration Analyst supervises and leads the Procurement and Administration Unit. S/he works in close collaboration with the advisory and programme/project teams in BRH, the Thailand CO, UNDP HQs and client UN Agencies for resolving complex procurement-related issues and information delivery.

Reporting structure: S/he reports to Manager, TST, BRH; 7 direct reports at present.

Duties and Responsibilities

1) Ensures elaboration and implementation of operational strategies, through:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.

Regional Hub Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement and Admin Services Unit.

Monitor and review provision of Procurement services to ensure timeliness of delivery and identify lessons learned for improved efficiency and effectiveness

Analysis of requirements and synthesis of proposals for cost saving and reduction strategies, specifically through business travel and consolidation of procurement actions.

Development and implementation of the strategic procurement in the Regional Hub including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Liaise with UNDP’s global procurement hubs to coordinate large or complex procurement actions so as to leverage economies of scale and to reduce delivery time for goods.

2) Manages and guides procurement processes for UNDP clients and at the request of other Agencies through:

Coordinating preparation of procurement plans for the Hub and Thailand Country Office and projects and monitoring of their implementation through corporate platforms.

Implementation of automated business processes such as electronic tendering using PeopleSoft ERP.

Implement procurement processes including organization of RFQ, ITB, RFP or LTA, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.

Review submissions to UNDP’s Procurement Review Committees.

Has delegated authority from Head of Office of Manager Level

Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems. Ensure year-end closing procedures with respect to Procurement functions are implemented.

Establishment of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.

Tags communities of practice customer relationship management document management field procurement knowledge management knowledge sharing logistics peoplesoft performance management procurement quality management sdgs supply chain supply chain management support services sustainable development sustainable development goals trainings transparency

Preparation of cost-recovery bills in Atlas/ERP for procurement services provided by UNDP to other Agencies.

Coordinate inter-Agency procurement collaborative actions with United Nations Agencies in Thailand, as directed by management team including contribution to UN Thailand implementation of Business Operation Strategy and Common Back Office initiatives

3) Ensures provision of efficient administrative, logistics and registry services and supervision of Administrative Services Unit, through:

Efficient and effective management of Office premises/facilities, management of space allocation, registry, document management, electronic filing and travel.

Coordination with UNESCAP units to ensure UNDP facilities are maintained

Oversight of BRH and Thailand CO assets control and management, including plan and supervision of asset verification with support of asset focal point and physical asset coordinator.

Liaison with Ministry of Foreign Affairs to ensure required protocol services are available to UNDP and International Staff members.

Coordinate support services for managing regional and country events as well as visit of high-level UN officials to Thailand with appropriate authorities in Thailand.

With support of administrative staff, coordination of travel management, shipment arrangements; guidance on fleet maintenance and oversight of the drivers‘ pool.

4) Ensures facilitation of knowledge building and knowledge sharing in the Regional Hub through:

Organization of trainings for the operations/ projects staff on Procurement and Operations.

Synthesis of lessons learnt and best practices in Procurement and Operations.

Sound contributions to knowledge networks and communities of practice.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Level 4: Originate (Peer Regarded Lead Expert)

Leadership

Ability to persuade others to follow

Level 4: Originate (Peer Regarded Lead Expert)

People Management

Ability to improve performance and satisfaction

Level 4: Originate (Peer Regarded Lead Expert)

Communication

Ability to listen, adapt, persuade and transform

Level 4: Originate (Peer Regarded Lead Expert)

Delivery

Ability to get things done

Level 4: Originate (Peer Regarded Lead Expert)

Technical/Functional

Procurement

The ability to acquire goods, services or works from an outside external source

Level 4: Originate (Peer Regarded Lead Expert)

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Level 4: Originate (Peer Regarded Lead Expert)

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 4: Originate (Peer Regarded Lead Expert)

Knowledge Management

Ability to efficiently handle and share information and knowledge

Level 4: Originate (Peer Regarded Lead Expert)

Team Building

Ability to work effectively with diverse groups of professionals towards common goals

Level 4: Originate (Peer Regarded Lead Expert)

Performance Management

Ability to manage organization, department and employee goals

Level 4: Originate (Peer Regarded Lead Expert)

Required Skills and Experience

Education:

Master’s Degree or equivalent in Business Administration, Supply Chain Management or other related fields is required.

Experience:

Minimum two years of experience in the field procurement, sourcing, supply chain management and/or logistics at the national or international level is required; supervisory experience would be desirable.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems.

Level 3 certification of CIPS or equivalent is required.

Experience working for international organization/corporation is desirable and in dealing with international bidding companies is required.

Language Requirements:

Fluency in English and Thai is required.

Disclaimer

Important applicant information

All posts in the NO categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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