Procurement Assistant

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening following vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required . Candidates will be assessed by UN Human Resources team for particular type/level of function

Procurement Assistant

Jakarta Raya

Responsibilities:

Job Code Title: Procurement Assistant

Pre-classified Grade: ICS-5

Supervisor: Operations Manager and direct supervisor.

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

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

Key Results Expected

Summary of Key Functions:

Implementation of operational strategies

Support to procurement processes

Implementation of sourcing strategy

Control of CO Assets

Provision of logistical services

Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN rules, regulations, policies and strategies.

Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

Provision of inputs to preparation of procurement plans for the office.

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

Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.

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.

Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UN to other Agencies.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Update of the rosters of suppliers.

Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports.

Implementation of Inventory and physical verification check-up in the CO and projects.

Ensures provision of logistical services focusing on achievement of the following results:

Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.

Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on Procurement.

Sound contributions to knowledge networks and communities of practice.

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

Requirements:Recruitment Qualifications

Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

LANGUAGES

Fluency in the UN and national language of the duty station

HOW TO APPLY

Interested candidates are invited to send the application in ENGLISH, with:

Cover letter, clearly specify suitability and availability date,

Applicant must complete P11 Form and submit as part of their application, which can be downloaded from http://www.undp.or.id/p11/P11_Personal_history.docx