Procurement Assistant

Org. Setting and ReportingThis position is located in the Regional Office for Southeast Asia and the Pacific (ROSEAP) with duty station in Bangkok (Thailand), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Programme and Administrative Assistant of the Regional Office for Southeast Asia and the Pacific (ROSEAP) in Bangkok. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin delegated authority, the Procurement Assistant will be responsible for the following specific duties: • Provide procurement, logistical and administrative support to a team of Procurement staff in the acquisition of a wide variety of goods and services. • Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources. • Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to the Project Office(s), verify receipt and inspection of deliverables and accurately reports, as and if required. • Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved. • Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers. • Finalize purchase orders and contracts for approval by the Approving Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. • Review and assist project teams in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure compliance with regulations and procedures and appropriate follow-up action, etc. • Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. • Liaise with Programme Assistants to obtain all documentation required to create entries/updates/writes off in the UNODC list of assets. • Liaise with UNODC personnel to obtain all the documentation required to create entries/updates/write-offs in the UNODC lists of assets. • Maintain and keep up-to-date archives (electronic and hard copies). • Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market. • Draft routine correspondence. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other duties as assigned. CompetenciesProfessionalism: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationHigh school diploma or equivalent is required. Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Please attach a copy of certificate. Job - Specific QualificationChartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Please attach a copy of certificate. Work ExperienceA minimum of five (5) years of direct relevant work experience in procurement, administrative service and/or general project support is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with Microsoft Office Applications (including Excel) is required. Work experience with an ERP (Enterprise Resources Planning Software) system is required. Work experience with SAP/Umoja is desirable. Work experience within the United Nations system or similar international organizations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).