Background
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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 is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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 is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP
With the funding support from the Global Environment Facility (GEF), the Government of Indonesia, led by the Coordinating Ministry for Economic Affairs and with technical support from UNDP and FAO is implementing a full-size project entitled “Strengthening sustainability in commodity and food systems, land restoration and land use governance through integrated landscape management for multiple benefits in Indonesia (FOLUR)”. The project aims to ensure sustainable value chains of oil palm, coffee, rice and cocoa through an application of a comprehensive land use approach linking biodiversity conservation, restoration, and production at scale.
The project will support the country to address the above-mentioned development challenges through four areas of interventions: 1) Enabling environment for sustainable value chains and integrated landscape management; 2) Promotion of sustainable crop production practices and responsible value chains; 3) Conservation and restoration-rehabilitation of natural habitats; and 4) Knowledge management, coordination, collaboration and monitoring and evaluation
The project aims for a transformational change in sustainable commodity and crop supply chains and land governance, leading to a reduction in loss of high conservation value and high carbon stock forests in five jurisdictions in the country: Aceh Province (target district: Central Aceh), North Sumatera Province (target district: Mandailing Natal), West Kalimantan Province (target district: Sanggau), South Sulawesi Province (target district: Luwu), and West Papua Province (target district: Sorong). The targeted commodities are: oil palm, cocoa, rice, and coffee.
In line with the GEF-7 FOLUR Impact Program, the project strategy is predicated on integrated landscape management approaches facilitated through multi-stakeholder collaboration in achieving genuine systems change that results in durable global environmental benefits and sustainable livelihoods for local communities both men and women.
Duties and Responsibilities
Scope of Work
Under the supervision of the Head of Procurement Unit or his delegated, the Procurement Assistant supports by ensuring high quality of work, accurate, timely and properly recorded/documented service delivery to cover procurement functions. The main role of the Assistant is to support delivery of the programme/ projects by entering and managing project data in systems and by providing daily technical/procurement support to programme/project implementation consistent with UNDP rules and regulations.
The incumbent will also conduct project quality assurance for submission of procurement cases, and deal with relevant operational issues including support to regular monitoring.
The incumbent works in close collaboration with the procurement team, other operations units, and programme staff in the office to resolve complex procurement-related issues and to ensure adequate exchange of information
1. Ensure Implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of procurement activities with the UNDP rules, regulations, policies and strategies.
• Provision inputs to preparation of procurement team result-oriented work plans.
2. Support procurement processes, focusing on achievement of the following results:
• Preparation of procurement plans for projects and programme including their implementation monitoring.
• Organization of procurement processes including preparation and conduct of Micro Purchasing Canvas (MPC), Request for Quotation (RFQs), Invitation to bid (ITBs) or Request for Proposal (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations.
• Preparation of Purchase orders and contracts, preparation of Recurring Purchase orders for contracting of services.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Regional and Advisory Committee on Procurement (R/ACP).
• 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.
• Presentation of reports on procurement in the project.
• Preparation of routine correspondence, memoranda and reports on procurement in accordance with prevailing procedures.
3. Supports resource mobilization focusing on achievement of the following results:
• Structured documentation of all information and communication with donors related with procurement and relevant work plans.
• Updating procurement intranet including contract, roster and supplier information.
4. Supports knowledge building and knowledge sharing focusing on achievement of the following results
• Organization of trainings for the operations/ projects staff within the unit.
• Synthesis and documentation of lessons learned and best practices in project support management.
• Contributions to knowledge networks and communities of practice.
5. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• 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;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
Institutional Arrangement
• The person will be based in UNDP Country Office with possible mission travels.
• The direct supervisor of this activities is National Technical Specialist for HEART and Head of Procurement Unit. She/He will work closely and report to the National Technical Specialist for HEART and Head of Procurement Unit. The organigram in Annex shows the position of this function within the office and unit structure.
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
2030 Agenda : People Gender Gender Mainstreaming
Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
2030 Agenda : Engagement and Effectiveness Innovation Technology and Innovation
Procurement Procurement The ability to acquire goods, services or works from an outside external source
Procurement Supplier / Relationship Management Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Business Management Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business Management Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Min. Academic Education
Bachelor's Degree in business administration, Public Administration, Finance, Economics, or related field is highly desirable but it is not mandatory
Min. years of relevant Work experience
• Minimum 5 years of professional experience for candidate with high school degree or 2 years of professional experience for candidate with bachelor’s degree in the field of development
• Experience in managing number of contracts and procurement process.
• Full time availability for project management support duties is essential.
• Solid computer skills required, knowledge of spreadsheet and database packages.
Desired additional skills and competencies
• Knowledge of and experience in managing complex procurement of emergency response related projects will be highly desirable.
• Familiar with Government and UN/UNDP procedures would be desirable.
• Experience in handling of web-based management systems would be highly desirable.
• Experience in engagement or negotiation with high level personnel in governmental institutions, external agencies, etc. would be an asset
Required Language(s) (at working level) English
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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