Regional Procurement Associate (NPSA6)

Office/Unit/Project Description

UNCDF makes public and private finance work for the poor in the world’s least developed countries. With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. UNCDF’s financing models work through two channels: financial inclusion that expands the opportunities for individuals, households, and small businesses to participate in the local economy, providing them with the tools they need to climb out of poverty and manage their financial lives; and by showing how localized investments — through fiscal decentralization, innovative municipal finance, and structured project finance — can drive public and private funding that underpins local economic expansion and sustainable development. By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty and SDG 17 on the means of implementation.  By identifying those market segments where innovative financing models can have transformational impact in helping to reach the last mile and address exclusion and inequalities of access, UNCDF contributes to a number of different SDGs.

UNCDF Office of Financial Management Services (OFMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. OFMS team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization. OFMS oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology.

The Regional Procurement Associate is part of the OFMS regional capacity and to be based in Bangkok and Suva . The role will report to the Regional Operations Manager, NOC and under the overall guidance of Chief Office of Finance and Management Services (OFMS) and is expected to work closely with regional programme and HQ OFMS operations colleagues. The Regional Procurement Associate is expected to provide support in execution of the full range of programme support & transactional services in areas of procurement, operations and HR support services for the Asia region, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance. The Regional Finance Associate will play a critical role in supporting the workflow of the OFMS regional team.

 

Scope of Work

Under the supervision of the Regional Operations Manager, the Regional Procurement Associate will provide a wide range of financial, programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations and policies. The detailed roles and responsibilities are outlined below:

1) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies, through implementation of effective internal controls. 
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map the procurement business processes in consultation with direct supervisor and office management.

2) Support in organizing procurement processes of the Region.

• Develop procurement planning and ensure procurement processes are on track, once the procedures are engaged. Draw up specifications for the equipment required for procurement in close consultation with programme and ensure proper operation, maintenance and appropriate distribution of such equipment.
• Support in implementation of procurement processes including preparation of bidding documents (on and off-quantum), collection of quotations, bids or proposals and making sure that all the procurement activities are performed as per UNDP/UNCDF procurement rules and process/project requirements. Create Purchase Orders (Pos) in ERP systen and manage POs.
• Assist to develop TOR, fill-up different forms, prepare meeting minutes/reports/check-list for procurement of goods and services/consultants. 
• Preparation and submission of the procurement cases related to District Road Rehabilitation Fund (DRRF) to the Contract Asset and Procurement (CAP) committee and assist in the preparation of contract documents. Develop and maintain vendor scorecards and carry out regular assessment of vendor performance.
• Constant monitoring and analysis of the procurement, advise Project Manager for readjustment of the procurement budget allocation, advice on legal considerations and risks.
• Organization and coordination of customs clearance, insurance and registration of received equipment, organization of workshops, conferences, retreats and preparation of inventory reports for the management and audit purpose as required.

3) Support in implementation of the  sourcing strategies to find best values in the marketplace and align procurement strategy to project goals.

• With support from project management, update DRRF-relevant rosters and data-bases of suppliers and partners, in collaboration with procurement section. 
• Continuously update on procurement issues and ensure that procurement tasks and activities are addressed timely and with due diligence.
• Provide support to Project Manager in tracking of all procurement processes up to delivery, acceptance and payment and inform DRRF Management. 
• Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the provisions of the procurement principles Ensure quality and on time procurement of project goods/services. 

4) Facilitate procurement knowledge building and knowledge sharing in regional office.

• Organize procurement training for operations and project staff. 
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions 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.

 

Instituitional Arrangement

The Regional Procurement Associate role is based in Bangkok, Thailand and reports to the Regional Operations Manager and works under the overall guidance of Chief Management Support Unit, P-5, UNCDF Headquarters.

The Regional Procurement Associate will have matrix reporting line to the UNCDF Regional Coordinator and will be expected to work in close alignment with regional & headquarters based OFMS colleagues. He/She is responsible for providing regional programme support & operations/project staff with operational guidance on a day to day basis, as needed.
 

Competencies 

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.

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

Procurement – Sourcing: Ability to find, evaluate and engage suppliers of goods and services.

Procurement – Financial Analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.

Procurement – Procurement Management: The ability to acquire goods, services or works from an outside external source. 

Procurement – Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Business Management – Customer Satisfaction/ ClientManagement:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs;
• Provide inputs to the development of customer service strategy;
• Look for ways to add value beyond clients’ immediate requests;
• Ability to anticipate client’s upcoming needs and concerns.

Business Management – Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

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;
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.
   

Minimum Qualifications of the Successful NPSA

Minimum Academic Education:

• Secondary education is required;
• A university degree (Bachelor’s degree) in Business Administration or related fields will be given due consideration but is not a requirement;
• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should  be obtained within one year.
   

Minimum years of relevant Work experience:

Minimum 6 years (for secondary education holders) or 3 years (for Bachelor’s holders) of relevant work experience in procurement or administrative functions.

Required  skills and competencies:

Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Desired additional skills and competencies:

• Experience working with national or international development organizations is an asset;
• Experience working within the UN system is a plus;
• Knowledge of automated procurement systems is an advantage.
   

Language Requirement:

Fluency in Thai and English is required.

Professional Certificates:

CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should  be obtained within one year.