Job Opening

Posting Title: PROCUREMENT ASSISTANT, G4
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: BANGKOK
Posting Period: 27 October 2022 - 25 November 2022
Job Opening Number: 22-Procurement-UNODC-193222-R-Bangkok (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is located in the UNODC Regional Office for Southeast Asia and the Pacific (ROSEAP), Bangkok (Thailand), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the general guidance of the Programme Coordinator and the direct supervision of the Procurement Team Leader in the ROSEAP Core team.

For more information on UNODC, please visit the following website: www.unodc.org

Responsibilities

As member of a team, the Procurement Assistant will be responsible for providing support to all UNODC procurement processes handled by the office. Within assigned authority, the incumbent will be responsible for the following specific duties:

Market surveys and vendor registration:
• Liaise with Programme Assistants to understand future procurement needs and support them in their search for new vendors;
• Liaise with potential vendors and register them in various UN databases (UNGM, Umoja), including their banking details;
• Liaise with UNODC Treasury Unit in Headquarters regarding the registration and activation of bank account details.

Procurement processes:
• Assist in the planning and organizing of the procurement of goods and services under UNODC projects (definition of requirements, outreach to vendors, communication with prospective vendors, etc.).
• Assist project teams in ensuring compliance with regulations and procedures to be applied when procuring goods or services.
• Assist in the collection and comparison of offers from vendors, and liaise with relevant UNODC personnel to ensure abidance with relevant UN rules and regulations.
• Liaise with bidders and vendors, as appropriate, and follow up with suppliers and expediters to ensure timely delivery.

Asset management and closing of transactions:
• Liaise with Programme Assistants (and follow up with them) to register the reception of goods in UNODC system (Umoja).
• Liaise with Programme Assistants to obtain all the documentation required to create entries/updates/write-offs in the UNODC lists of assets.
• Liaise with Headquarters on write-offs and update of the list of assets.
• Contribute to knowledge networks and communities of practice.

Administrative support to UNODC Procurement Team:
• Draft routine correspondence with respect to enquiries related to financial and budget matters.
• Maintain and keep up-to-date archives (electronic and hard copies).
• Perform other work-related duties, as required.

Competencies

• Professionalism: Has knowledge of general principles applicable to the management of procurement processes in international organizations (policies, procedures and practices), and ability to interpret und apply them within an international setting. Has ability to work well with figures, and to undertake basic research and gather information from standard sources to form an opinion/advice. Has demonstrated ability to handle confidential and financial information; Has demonstrated ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• 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.

Education

High school diploma or equivalent. Certification, at any level, from the Chartered Institute of Procurement and Supply (CIPS) is desirable.

Job - Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Work Experience

A minimum of three years of direct relevant work experience in procurement and/or general project support is required.

Work experience with Excel is required.

Work experience with an ERP (Enterprise Resources Planning Software) system is required.

Work experience with SAP/Umoja is desirable.

Experience in creating transaction using voluntary funds (grants) or project budgets, corrections to expenditure etc. is desirable.

Work experience within the United Nations system or similar international organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency based interview.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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