Job Vacancies at United Nations Development Programme (UNDP)

Procurement Associate (National), Indonesia

International Organization

• Location: Indonesia (Jakarta)
• Closing date: 15 May 2008
•  Reference Code: 4825
• Application Type: External Vacancy
• Scope of advertisement: Locally advertised (only on INDONESIA Country Office Website)
• Job ID/Title: 4825 - Procurement Associate (NATIONAL) - re-advertised
• Category: Management
• Brand: UNDP
• Post Level : ALD2
• Application Deadline : 15-May-08
• Duty Station: Jakarta, INDONESIA
• Type of Contract: ALD Local
• Expected Duration of Assignment: 12 months

UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

Organizational Context

Under the guidance and supervision of the Procurement Officer, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects? staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Description of Responsibilities :

Summary of Key Functions:
- Implementation of operational strategies
- Organization of procurement processes
- Implementation of sourcing strategy
- Control of CO Assets
- Provision of logistical services
- Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of the operational strategies 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.
- CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

- Preparation of procurement plans for the office and projects and their implementation monitoring.
- Organization of procurement processes including preparation and conduct of 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 POs with budget check errors and other problems.
- Presentation of reports on procurement in the CO.
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
- Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

- Preparation of inventory reports.
- Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:

- Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

- Organization of trainings for the operations/ projects staff on Procurement.
- Synthesis of lessons learnt and best practices in Procurement.
- Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies :

Corporate Competencies:
- Commitment to UNDP?s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning
- Shares knowledge and experience
- Encourages office staff to share knowledge and contribute to UNDP Practice Areas
- Actively works towards continuing personal learning and development in one or more - Practice Areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
- Sound knowledge of financial rules and regulations
- Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

- Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change
- Responds positively to feedback and differing points of view

Qualifications :

Education:
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
UNDP Procurement Certification programme desirable, but is not a requirement

Experience:
5 to 7 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:
- Fluency in the UN and national language of the duty station.
- Female candidates are encouraged to apply.

Vacancies Contact
http://www.undp.or.id/jobs
Reference Code: RW_7EF5WW-72