Procurement Clerk

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

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Procurement Clerk

Jakarta Raya

Responsibilities:

Job Code Title: Procurement Clerk

Pre-classified Grade: ICS-4

Supervisor: Procurement Specialist/Analyst

Under the guidance and direct supervision of the Procurement Specialist/Analyst, the Procurement Clerk supports procurement services in large COs ensuring high quality and accuracy of work. The Procurement Clerk promotes a client, quality and results-oriented approach in the Unit.

The Procurement Clerk 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

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 preparation of procurement team results-oriented workplans.

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

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals.

Maintenance of the filing system in the procurement unit.

Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant. Tracking of all procurement processes up to delivery, acceptance and payment. Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met. Vendor creation in Atlas.

Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP.

Extracting, inputting, copying and filing data from various sources.

Compilation of information for preparation of cost-recovery bills for procurement services

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

Input of information to the roster of suppliers

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

Participation in the training courses for the operations/projects staff on Procurement.

Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact in 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 the provision of procurement services.

Competencies and Critical Success Factors

OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties related to procurement

Ability to review data, identify and adjust discrepancies

Ability to handle a large volume of work possibly under time constraints

Good knowledge of administrative rules and regulations

Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required

Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service

Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases

Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative

Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software

Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction

Shows sound grasp of grammar, spelling and structure in the required language

Ensures correspondence, reports and documents comply with established UN standards

Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships

Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines

Demonstrates ability to quickly shift from one task to another to meet multiple support needs

Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Requirements:

Recruitment Qualifications

Secondary education. Specialized training in procurement desirable.

4 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 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