I. Position Information

Job Title: Management Associate

Department: 44161

Reports to: Management Advisor and Chief of RACP

Grade Level: G6

Bureau: RBAP

Direct Reports: NA

Position Number: 00046398

Position designation:

with no mobility requirement

Duty Station: Bangkok, Thailand

Career Track: General Service

Career Stream: Management

Contract Modality: FTA Local

Contract Duration: 1 year FTA, with possibility of extension

II. Background and Organizational Context

The Regional Bureau for Asia and the Pacific (RBAP) concentrates its efforts on developing the region’s capacity to promote and accelerate action on its progress toward achieving the Sustainable Development Goals (SDGs).  The Bureau implements the UNDP Strategic Plan in Asia and the Pacific and delivers UNDP’s partnerships within the region and with regional development actors. UNDP has corporately prioritized the implementation of SDG country support platforms as its primary value offer in the new strategic plan.  RBAP is actively taking ownership of this agenda and positioning its Country Offices (COs) and regional support to achieve these corporate commitments. In this context, the Bureau is making conscious efforts to provide enhanced support to the COs within the region to accelerate programme delivery. The incumbent supports the management advisory functions of the COSQA team in critical oversight and programme implementation actions, ensuring the transparency and integrity of the processes. S/he promotes a collaborative and client-oriented approach in their work, with guidance from the Management Advisor and CO support teams based in the Bangkok Regional Hub. S/he works in close collaboration with the operations, programme, and project teams in the COs to resolve programme and project management-related issues.

The Regional Advisory Committee on Procurement (RACP) has been established as a procurement oversight body to advise the Regional Chief Procurement Officer (RCPO) on procurement actions leading to the award of contracts. UNDP uses a digital platform to facilitate the review of procurement processes at the Country Office, Regional, and HQ levels and follows a single-layer review to ensure oversight of procurement processes. Under the guidance and supervision of the Chief RACP, the incumbent supports the RACP function in maintaining an effective oversight and advisory services system. S/he will provide administrative to the Management Advisory Services Team (MAST).

This is a national position open for Thai nationals only.

III. Position Purpose

Ensures execution of transparent and efficient procurement services and processes in RBAP, consistent with UNDP rules and regulations.

The incumbent works closely with the staff members in the RBAP Country Offices and UNDP HQs to successfully deliver procurement oversight services. The incumbent is responsible for conducting the initial review of procurement submissions and organizing committee meetings as well as drafting meeting minutes of the Committee. S/he also provides administrative support to the MAST staff and personnel, including support to the COs, when required.

IV. Key Duties and Accountabilities

1. Ensures implementation of operational strategies through:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies; implementation of effective internal control.

• Provide support to the Offices on critical procurement actions, when required, through in-country missions.

• Provide on-demand support, when required, on the roll-out of UNDP’s new enterprise resource management platform as it relates to procurement and contract management.

2. Supports efficient functioning of regional procurement oversight for RBAP Offices and at the request of other Agencies, in collaboration with Chief of RACP, through:

• Coordination of weekly (or as required) Regional ACP meetings; ad hoc meetings and/or facilitation of direct review by Chief RACP, as permissible under the policy; facilitation and identification of Committee based on availability of RACP members and source of submissions to be reviewed to ensure quorum.

• Synthesis of submissions from COs to enable Committee review, including:

  • Initial assessment of submissions from COs to ensure availability of required documentation for each procurement process type and that requests are in line with delegated procurement authority of CO.

  • Seek additional information and/or follow up with submitting officials to ensure complete documentation.

  • Analyze documentation and submission for relevant details on the process, solicitation methods, and role of CO staff in the procurement cycle and inform Chief of RACP about any pertinent issues.

  • Brief the RACP on case background, prepare minutes of meeting, highlighting Committee discussions and decisions and obtain endorsement from Members.

  • Submit final review notes to the Chairperson.

3. Ensures quality of Contract, Assets and Procurement Committee (CAP) cases through:

• Assists Chief of RACP in assessing quality of CAP cases through preparation of reports and in identification of procurement-related capacity building areas for COs.

• Formulates quarterly and annual RACP reports on portal usage, number of meetings held, number and type of cases reviewed, evolution of Committee’s key performance indicators.

• Gathers and provides relevant information to the Regional Bureau, UNDP Procurement Office and RACP Chairperson on CO requests for increased delegated procurement authority.

• Supports CO staff and other officials on the use of the web platform, including troubleshooting (non-technical) incidents and assisting with user management.

4. Provides administrative and logistical support to the Management Advisory Services team through:

• Administrative support to the MAST in coordination with other teams in the Regional Hub.

• Supports organization of regional training events/workshops conducted by RBAP, PSU, RACP Secretariat or other units.

• Manage logistics and administrative support to the staff in MAST, coordinate support for newly assigned staff and personnel as well exit processes.

• Coordinate vendor profile creation/updates and payment processing for staff and personnel in the MAST in liaison with UNDP’s Global Shared Service Centre.

5. Ensures facilitation of knowledge building and knowledge sharing in RBAP through:

• Synthesis of lessons learnt and best practices in solicitation process and documentation, derived from cases reviewed by Committee.

• Assist in organizing training for CO staff.

• Participate in Management Performance Reviews of the Country Offices in the region, as needed.

• Sound contributions to knowledge networks and communities of practice.

V. Requirements:

Education

• Completion of Secondary Education and obtaining a certificate are required.

• An undergraduate degree in Business, Public Administration, Procurement, Finance, or a relevant field would be desirable, but it is not required.

• CIPS Level 2 or equivalent (e.g., CPM, APICS, CSCP) certification is highly desirable but not required. The selected candidate should obtain the CIPS2 certification (at UNDP cost) within the first 6 months of the appointment.

Experience, Knowledge, and Skills

• 6 years (with secondary education) or 3 years (with an undergraduate degree) of relevant administrative and or program support experience is required at the national or international level.

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

• Knowledge of automated procurement systems is desirable.

• Experience of working in public procurement area is desired.

• Experience in UN or UNDP or development sector is desirable.

• Experience with managing administrative and travel arrangements is desirable.

• Experience of report writing will be desirable.

Act with Determination

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

Core : Full list of UNDP Core Competencies can be found here

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 (insert up to 7 competencies)

VI. Keywords

Procurement, Administration, Operations, Payment Processing