ThaiNGO

UNITED NATIONS DEVELOPMENT PROGRAMME

Job Description

I. Position Information

Job Code Title:                               Procurement and Administrative Assistant

Pre-classified Grade:                      SC-5

Supervisor:                                     Head of Procurement and Administrative Unit

Unit:                                                Transaction Services Team [TST], Bangkok Regional Hub

Duration:                                         One (1) year with possibility of extension

Duty Station:                                   UNDP BRH, Bangkok

Under the guidance and supervision of the Head of Procurement and Administrative Unit, TST, the Procurement and Administrative Assistant provides services ensuring high quality and accuracy of work. The position promotes a client, quality and results-oriented approach in the Unit.

The Procurement and Administrative Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

 III. Functions / Key Results Expected

Summary of Key Functions:

q  Provides Procurement and Administrative support to UNDP BRH and Country Office on implementation of operational activities

q  Provision of logistical and contract management Services

q  Support to knowledge building and knowledge sharing

1. Provision of procurement and Administrative support UNDP BRH and Country Office focuses on achievement of the following results:

q   Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;

q   Procurement of travel services, workshop arrangements, goods and services for RBH and CO;

q   Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

q   Up-to-date records keeping of orders and contractual agreements in Procurement Database and electronic/hard copies;

q   Issuing Purchase orders and communication with vendors about the status of orders;

q   Monitoring and download reports from PROMPT and SCOD databases;

q   Reply and manage day-to-day correspondences with both internal UNDP units and external partners especially venders and clients;

q   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;

q   Assisting clients in preparation of procurement plans and inserting them in PROMPT;

q   Arranging travel documents and tickets for clients;

q   Perform other work-related tasks assigned by the supervisors.

1. Provision of logistical support and Contract Management Services focusing on achievement of the following results:

q   Facilitation of logistical arrangement for arrival of goods;

q   Facilitation of VAT clearance process;

q   Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;

q   Maintain contract management database for monitoring the ongoing contracts;

q   Maintain LTA management database to monitor ceiling of LTAs;

q   Manage and keep record of performance guarantee and bid guarantee letters.

1. Support to knowledge building and knowledge sharing:

q   Participation in the trainings for the operations/ projects staff on Procurement and Administration;

q   Sound contributions to knowledge networks and communities of practice;

q   Provide support for clients on PROMPT and SCOD usage;

q   Provide support for clients on drafting of procurement plans.

 IV. Impact of Results

The key results have an impact on the execution of the CO and BRH’s operations in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

 V. Competencies and Critical Success Factors

 VI. Recruitment Qualifications

Education:

Thai National with Secondary Education or equivalent.  Bachelor’s Degree in Public or Business Administrative, Development Studies, International Affairs, Political Science, Social Science, Public Administrative or other related fields would be desirable.

Experience:

Ø  Minimum 5 years of experience for Secondary school, or 3 years for a bachelor’s degree holder of relevant Administrative and procurement

Ø  Experience working in multi-cultural environment would be an advantage;

Ø  Knowledge of UNDP’s operational practice would be desirable;

Ø  Experience working with UNDP and/or UN system or other International organisations would be desirable;

Ø  Experience working in Asia-Pacific region is an asset;

Ø  Ability to work as a team as well as independently, against tight deadlines and pressure;

Ø  Full computer literacy in internet searching and Microsoft Office programmes i.e. MS-Word, MS-Excel and MS-Power Point. Website management experience is an asset.

Language Requirements:

Proficiency in English and Thai.