[DevJobsIndo] 60695 Project Procurement and Administrative Associate

Dear All,

UNDP Indonesia currenly is seeking Project Procurement and Administrative Associate.

Please follow this link to apply:


60695 Project Procurement and Administrative Associate (For Indonesian Nationality Only)


Location : Jakarta, INDONESIA
Application Deadline : 19-Oct-15
Type of Contract : Service Contract
Post Level : SC-7
Languages Required :
English  
Duration of Initial Contract : 6 months (with the possibility of extension, subject to satisfactory performance and funding availa



Background



 Organizational Context

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”
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.”
UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We currently implement several projects in four key areas of development: Democratic Governance, Poverty Reduction and MDGs/SDGs,, Conflict Prevention and Recovery and Environment Management, with the overarching aim of improving human development in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality..
UNDP Indonesia is poised to enhance the operations capacity of its projects. A joint Project Operations Team is established to serve a number of projects. The Project Operations Team is client- and solution-oriented, while providing high quality, timely operations services with value for money and in line with UNDP operations policies and procedures. The Project Operations Team works hand in hand with other project colleagues to ensure that UNDP’s quality, timely, efficient delivery on which the Project Operations Team’s success wil eventually be measured.
Under the guidance and direct supervision of the Project Operations Manager of the Democratic Governance and Poverty Reduction Unit (DGPRU), the Project Procurement and Administrative  Associate is in charge of execution of procurement and administrative services in DGPRU Projects, ensuring their effectiveness, transparency and integrity. The Project Procurement and Administrative Associate promotes a client-focused, quality and results- oriented approach in the Project Operations Unit.
The Project Procurement and Administrative Associate supervises and leads the support staff of the Project OperationsTeam, as necessary.
The Project Procurement and Administrative Associate works in close collaboration with the Operations, Programme teams in UNDP Indonesia Country Office and with DGPRU project teams . The Project Procurement and Administrative Associate may liaise with UNDP HQs staff and Government officials ensuring successful Country Office (CO) performance in procurement.
The Project Procurement and Administrative Associate has an authoritative knowledge on procurement policies and procedures (including those of the government) as well as a strong understanding of project management. He or she is skilled and confident in analyzing, providing input and options, and suggestions for solutions on procurement and administrative-related matters. He or she is has the technical skills and a broad picture of the work. He or she is able to work independently and as a team.
 

Duties and Responsibilities



Functions / Key Results Expected

Summary of Key Functions:
Procurement and administrative management for quality and timely delivery of projects with good value for money, which includes:
  • Inputs to elobaration of administration and implementation of operational strategies
  • Management of procurement processes  from procurement plan, execution, and implementation. .
  • Implementation of sourcing strategy and e-procurement tools
  • Organization of logisticservices and asset management services
  • Facilitation of knowledge building and knowledge sharing
1.    Ensures administration and implementation of the operational strategies focusing on achievement of the following results:
  • Full compliance of procurement and administrative activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement and administrative  management system.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the DGPRU projects including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Executing of procurement processes for DGPRU Projects,  focusing on achievement of the following results:
  • Preparation of procurement plans for the projects based on AWP from projects and their implementation monitoring.
  • Management 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,
  • Review of procurement processes conducted by projects; 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 researched information on procurement in the CO.
  • Elaboration of proposal and implementation of the procurement processes, monitoring system and mechanism to eliminate deficiencies in procurement
 
 3.   Ensures  implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
  • Provision of support to the development and management of  of the rosters of suppliers, elaboration of supplier selection and evaluation criteria, quality and performance measurement mechanisms.
  • Implementation of e-procurement module.
4.    Ensures organization of logistical services focusing on achievement of the following results:
  • Organization of travel including purchase of tickets,, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
  • Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
5.    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.
6.    Provide support asset management system, focusing on the following results:
  • Quarterly inventory count
  • Semi annually asset count
  • Assist the OM in setting up assets management procedures in the project
  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
  • Effective supervision of  project clear in tagging process  of  all project related  furniture/equipment upon receipt from the supplier.  Update non-expendable property inventory record and track movement of furniture piece.
  • Entry in ATLAS of all the requisite asset management information
  • Capitalization” of appropriate items in accordance with UN’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant “CAP” and “NONCAP” profiles.
  • Effective support to the project  management  unit on physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.  .  Oversight of disposal of items and accuracy of inventory data.
  • Effective support in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property.  Ensure that managers sign off on the physical count and correctness of the inventory system database.
 
Impact of Results

The key results have an impact on the overall projects efficiency and timeliness in procurement and success in project delivery in compliance with UNDP rules and procedures.  
 

Competencies



Competencies and Critical Success Factors

Functional Competencies:    
Building Strategic Partnerships
Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Identifies new and better approaches to work processes and incorporates same in own work
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

PromotingOrganizationalChangeandDevelopment
Presentation of information on best practices in organizational change
  • Documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Data gathering and implementation of management systems
  • Uses information/databases/other management systems
  • Providesinputs to the development of simple system components
  • Makes recommendations related to work procedures and implementation of management systems

Client Orientation
Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management
Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports

Core Competencies:
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
 
 
UNDP Procurement Certification programme
 

Required Skills and Experience



Recruitment Qualifications

Education:    
  • Bachelor Degree in Business or Public Administration or Finance or other relevant areas
  • Certification in procurement and supply chain management. Knowledge on e-procurement system
  • Knowledge on government procurement system

Experience:    
  • Minimum 5 (five) years for candidate with Bachelor Degree or 7 (seven)  years for candidate with Diploma Degree and   progressively responsible procurement and administrative experience is required at the national 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.
  • Demonstrated capacity to anticipate problems, provide analysis and recommendation for solutions,
  • Demonstrated persuasion skills and authoritativeness in  managing people.

Language Requirements:    
Fluency in the UN and national language of the duty station.
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION .  Click here to download the form :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements


ATLAS POSITION NO

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.





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