Background
ย Diversity, Equity and Inclusion are core principles at UNDP:ย we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a โleave no one behindโ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. ย 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.ย
UNDP multi-country office of Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society.ย
In Malaysia, UNDPโs programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.ย
Under the guidance and direct supervision of the Malaysia Country Office Procurement & Administration Lead, the Procurement Associate ensures the execution of its function are transparent and improve efficiency of procurement services and processes in CO. He/she analyses and interprets the procurement rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency and integrity.ย The Procurement Associate works in close collaboration with the operations, programme and project teams in the Country Office and UNDP Headquarters staff for resolving complex procurement-related issues and information exchange.
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The Procurement Associate will be reporting to the Procurement & Administration Lead in Operations Unit. The Procurement Associate will execute the function under the supervision of Procurement & Administration Lead in Operations unit and work alongside with other team members in the Procurement Unit. The incumbent is required to consistently work with the project/programme and operations colleagues for delivery of their functions and liaise with the senior management for approval of contracts/purchase orders.ย
Supports the implementation of operational strategies:
Ensure procurement activities align with UN/UNDP rules, regulations, and policies. Provide input for the design and execution of a client-oriented procurement management system. Assist in contract management, including tendering processes, contractor performance monitoring, and risk assessment. Contribute to the execution of strategic procurement activities such as supplier selection, quality management, and e-procurement initiatives. Support any additional procurement-related tasks as required by CO Management.Provides procurement support for the Country Office, programmes, and projects and other UN Agencies:
Assist in the preparation of procurement documents (RFQs, ITBs, RFPs) and facilitating evaluation processes. Support contract administration, including purchase order processing and vendor coordination. Assist in the preparation of submissions for the Procurement Review Committee. Ensure the implementation of internal procurement controls and timely resolution of procurement-related issues. Support cost-recovery processes for procurement services provided to UNDP programmes and other agencies.Supports sourcing strategies and e-procurement implementation:
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Document and disseminate lessons learned and best practices in procurement. Provide guidance and support to programme and project colleagues on procurement policies and procedures. Partake and contribute to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
CompetenciesCore competencies: 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 improvementsย Learn Continuously:ย 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 flexibleย 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 discriminationย
Cross-Functional & Technical competencies: ย
Ethics ย
UN policy knowledge โ ethics - Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrityProcurementย ย
Contract Management - Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement Management - The ability to acquire goods, services or works from an outside external source Strategic Sourcing - Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situationsBusiness Managementย ย ย ย ย ย ย ย ย ย ย
Risk Management - Ability to identify and organize action around mitigating and proactively managing risks.Partnershipย ย ย ย ย
Relationship management - Ability to engage with a wide range of public and privateย partners, build, sustain and/or strengthen working relations, trust and mutual understanding. Required Skills and Experience ย Education: Secondary education is required. OR A university degree in Business Administration, Public Administration, Finance, Economics, Management, Supply Management/Logistics, Procurement, International Business, International Trade or equivalent or any relevant field will be given due consideration, but it is not a requirement. CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage. Experience: Minimum 7 years (with Secondary Education), or 4 years (with bachelorโs degree) of progressively responsible administration / operation / procurement experience is required at the national or international level Experience managing procurement related budgets, bidding and evaluation documents, as well as all other relevant analytical and documentary reporting tool Experience in overseeing timely implementation of procurement related tasks and to provide the necessary troubleshooting to keep delivery of services on schedule Experience to accurately and thoroughly assess risks related to procurement and contracting Previous work experience in public procurement (either UN, development organizations, Government entities or INGOs)ย Experience of procuring complex requirements, with any of the following categories โ consultancies, IT or communication technology, complex services or engagement will be an advantageRequired Languages
Fluency in English and National Language (Bahasa Melayu) is required.ย Disclaimerย Important information for US Permanent Residents ('Green Card' holders)ย
ย 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.ย
ย 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.
ย Applicant information about UNDP rosters
ย Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
ย Non-discrimination
ย 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.ย ย
ย 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.ย
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