Background Information - Job-specific
South East Asia Multi-Country Office (EAPMCO)
The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.
In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.
The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.
Background Information โ Philippines
Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants and project management to advance the justice reform agenda of the government of the Philippines through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. With funding from the European Union, UNOPS also supports the Bangsamoro Transition (SUBATRA) Programme, working with the Government of the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) to strengthen capacities of the executive, legislative and judicial branches to ensure a smooth transition. Supporting the Department of Health under a World Bank in the Philippine Multisectoral Nutrition Program, UNOPS has provided nutritional commodities and services for expecting mothers and young children from 2023 to 2025.
UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors.
Under the direct supervision of the Procurement Specialist and under the guidance from the Procurement Senior Manager, the Procurement Senior Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results-oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service. Functional Responsibilities
Summary of key results:
1. Transactional Procurement Support services
2. Procurement planning and systems
3. Requisitions/procurement and sourcing
4. Bidding and tendering
5. Contract administration
6. Team Management
7. Knowledge building and knowledge sharing
1.Transactional Procurement Support Services
Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following
Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:
Collaboration with projects personnel and managers in the preparation of their procurement plan; Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity. Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office; Constant liaison is maintained with vendors and consignee until safe delivery of goods is achieved. 3. Requisitions/procurement and sourcing
Supervises the officeโs or teamโs requisitions/procurement and sourcing support processes, focusing on achievement of the following results:
Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage; Review of requisitions for completeness; Preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters; Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters Preparation of monthly reports on procurement matters; Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken; Availability of all supporting documents for audit and review purposes; Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics. 4. Bidding and tendering
Supervises team/personnel providing the following support services to bidding and tendering processes, focusing on achievement of the following results:
Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer; Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments; Together with the requesting programme/operations clients, review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body. 5. Contract administration
Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:
Follow-up on signing of contracts by vendors; Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval; Dissemination of contract advertisement and awards; Maintenance of contracts and filing system; Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics. 6. Team Management
Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development. Provides oversight, ensuring compliance by team members with existing policies and best practices. 7. Knowledge building and knowledge sharing
Organizes, facilitate and/or deliver training and learning initiatives for personnel on procurement Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively. Competencies Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements
EDUCATION:
Completion of secondary school is required. First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required and may substitute some of the required years of experience. Relevant certification in procurement and supply chain management (CIPS level 03 or above or similar) is a distinct advantage. EXPERIENCE:
A minimum of seven (7) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations. Supervisory experience of personnel in procurement support services. Experience in working with a range of stakeholders in developing countries. Some experience in UN system organizations is desirable. Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required. Experience in use of Enterprise systems including OneUNOPS is desirable LANGUAGE:
Full working knowledge of English is required. Knowledge of another official UNOPS language is an asset Contract type, level and duration
The position is open for application only from the Philippines nationals and those who hold valid permission to work in the country.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx Additional Information
Terms and Conditions
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here. All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda. It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.