Procurement Associate Jobs

Office/Unit/Project Description

UNDP is at the service of Indonesia and its people. We are committed to support Indonesia's national priorities and the implementation of Government of Indonesia's Medium Term Development Plan 2020-2024 and other national and local development visions, strategies and plans. UNDP works to support Indonesia's fight against poverty, promote inclusive economic growth, reduce inequalities between groups and regions, and help achieve the 17 Sustainable Development Goals by 2030 across the country.

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Scope of Work

The Procurement Associate Provides Support For The Execution Of Procurement Processes For Goods And/or Services Under The Country Office And Other Requesting Units, Implementing Methodologies According To Each Requirement, Complying With The Organization’s Procurement Policies And Standards, Focusing On The Achievement Of The Following Functions

• Supports resource mobilization focusing on achievement of the following results:
• Collaborate to strength the knowledge and capacities of Country Office through procurement trainings, synthesize lesson learned, and best practice in procurement to the requesting units/project on procurement issues;
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management;
• Ensure Implementation of operational strategies, focusing on achievement of the followingresults:
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Full compliance of procurement activities with the UNDP rules, regulations, policies and strategies
• Perform, within the framework of experience and technical skills, other activities assigned to support the management of the Procurement Unit.
• Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money
• Contributions to knowledge networks and communities of practice.
• Differentiated needs of women and men are considered;
• Synthesis and documentation of lessons learned and best practices in project support management.
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Support the Head of Procurement and the Operation Manager, in the follow-up and case solutions;
• Updating procurement intranet including contract, roster and supplier information.
• Organize, coordinate and execute calls for each procurement process according to the correspondent categories and strategies: terms of reference revision, invitations, advertisements, completion of forms and requests, facilitate bidder’s conference, organize and facilitates the evaluation panels assignments, minutes preparation, prepare reports on procurement in Country Office, review of procurement cases and submission to the Procurement Committees when appropriate, communication with bidders, contract processing and management, implement or partake in joint procurement processes for the UN agencies in line with the UN reform;
• Prepare Purchase Orders implementing the internal control framework. Take timely corrective actions on purchase orders with budget verification errors and others. Support the projects in issues related to the delivery process of complex purchase orders, ensuring that all aspectsof the logistics chain are carried out successfully and in accordance with the contract and applicable customsregulations. Provide adviceto the projects on procurement policies and strategies, as well as on complex aspects such as storage, product distribution, consultancy development, etc.;
• Structured documentation of all information and communication with donors related with procurement and relevant work plans.
• Assist the projects in sharing any relevant TOR/RFP/RFQ/ITB that align with the developed procurement plan;
• Organization of trainings for the operations/ projects staff within the unit.
• The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
• Provide guidance and inputs to the project teams and support the review, implementation and monitoring of the Procurement Plans for the Country Office including other UN Agencies;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Support procurement processes for projects,focusing on achievement of the following results:
• Supports knowledge building and knowledge sharing focusing on achievement of the following results
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
• Human rights and gender equality is prioritized as an ethical principle within all actions;

Institutional Arrangement

Under the guidance and direct supervision of the Head of Procurement, the Procurement Associate ensures execution of effective, efficient, and transparent procurement services and processes in the UNDP Indonesia Country Office. The Procurement Associate may supervise and/or lead the procurement assistant and other support staff of the CO Procurement Unit and promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme, and project teams and other UN Agencies in the Country Office and with vendors to exchange information, resolve complex procurement-related issues, and ensure consistent procurement plan.

Competencies

Expected Demonstration of Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Thematic Area Name Definition

Business Management Customer Satisfaction/ Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.

Provide inputs to the development of customer service strategy

Look for ways to add value beyond clients’ immediate requests

Ability to anticipate client’s upcoming needs and concerns

2030 Agenda: People Gender Gender Mainstreaming

Business Management Risk Management Ability to identify and organize action around mitigating and proactively managing risks.

Procurement Contract Management Knowledge of contract management concepts, principles and methods, and ability to apply thisto strategic and/orpractical situations.

Procurement Sourcing

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

Procurement Procure-to pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.

Procurement Supplier / Relationship Management Knowledge of supplier management concepts, principles and methods, and ability to apply thisto strategic and/orpractical situations.

Minimum Qualifications Of The Successful NPSA

Min. Education requirements

• Secondary education is required
• University Degree (Bachelor's degree) in Economy, Business Administration, Industrial Engineering, Public Administration Social Sciences or other related areas, will be given due consideration, but it is not a requirement.

Min. years of relevant work experience

• A minimum of 6 years (with Secondary Education) or 3 years (with bachelor’s degree) of progressively responsible experience in public sector procurement or in development projects or procurement in similar size organization.

Required Skills

• Proven skill and experience in the preparation or organization, management and compendium of technical files, terms of reference, bases and evaluation tables is an asset.
• Intermediate and/or advanced knowledge in the use of computers and office software packages, especially MS Word, Excel, etc.
• Skill, knowledge and experience in procedures for the procurement of goods and contracting of services;

Desired skills in addition to competencies covered in the Competencies section

• Experience working with UN/UNDP procedures would be desirable.
• Experience or familiarity with reporting systems, including experience using an ERP system (i.e. Oracle Cloud, SAP or PeopleSoft), is desirable.
• Specialized training in procurement is advantage
• Experience or familiarity with the interpretation and application of public procurement policies, rules and regulations is desirable.
• Experience in engagement or negotiation with high level personnel in governmental institutions, external agencies, etc. would be an asset

Required Language(s)

• Fluency in English, both oral and written

Professional Certificates

• Certificate in CIPS level 2 is highly desirable.