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

Background

Duties and Responsibilities

• 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

• 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.

• 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

• 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.

• 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.

• 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.

• 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.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

• 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

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

• 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

• 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

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports

• 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

Required Skills and Experience

• 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

• 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.