United Nations Development Programme (UNDP)

Procurement Assistant (Access - Accelerating Clean Energy, Access To Reduce Inequality)

United Nations Development Programme (UNDP)

Job Description

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

Anchored in the 2030 Agenda for the Sustainable Development Goals (SDGs) and committed to the principles of universality, equality and leaving no one behind, the UNDP has issued the UNDP Strategic Plan 2018-2021 as guideline to help countries achieve SDGs by focusing UNDP’s competence and expertise on three sets of development settings: 1.Eradicate poverty in all its forms and dimensions; 2.Accelerate structural transformation for sustainable development by addressing inequalities, transitioning to zero-carbon development & building a more inclusive accountable governance system; 3.Build resilience to shocks and crises.

In alignment with the UNDP Strategic Plan to reduce inequality, the acceleration of access to electricity using locally available renewable resources is a feasible intervention. Notably, because there are about 2,000 villages in Indonesia without sustainable access to power, and there are 17,000 islands in Indonesia that makes national grid interconnection is costly. The Government of Indonesia has been addressing this challenge by allocating state-owned budgets for rural electrification programme. With current fiscal capacity, meeting the target of national electrification with quality of service remains a big challenge.

UNDP, with funding support from KOICA Indonesia, implements a 4 years project titled “Accelerating Clean Energy Access to Reduce Inequality (ACCESS).” Under overall oversight from UNDP Indonesia, the project will be implemented in Indonesia and Timor-Leste in collaboration with UNDP Timor-Leste. The Ministry of Energy and Mineral Resources (MEMR) and KOICA Indonesia are the implementing partners of the ACCESS project in Indonesia, while the Ministry of State Administration (MSA) and KOICA Timor-Leste are the partners in Timor-Leste.

ACCESS Project will implement activities that will produce following outputs in Indonesia and Timor-Leste: Output 1: Renewable-based power plants built providing sustainable access to electricity for remote villagers in Indonesia with institutional and local capacity in place.

Output 2: Under SSTC between Indonesia and Timor-Leste, solar PV water pumps and Highly Efficient Solar Lamp System (LTSHE) are installed in remote villages in Timor-Leste, providing sustainable access to clean water and lighting.

Under the guidance and supervision of the Project Associate, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. He/she works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1.Ensure Implementation of operational strategies, focusing on achievement of the following results: •Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.

•Provision of inputs to the CO Procurement business processes Mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2.Support procurement processes for CO; National Implementation Modality /Direct Implementation Modality’s projects, and the request of other Agencies focusing on achievement of the following results: •Provision of inputs to preparation of procurement plans for the office.

•Support to implementation of procurement processes including perform micro-purchasing activities, updating website, preparation of Request for Quotation (RFQ), Invitation to Bid (ITB) or Request for Proposal (RFP) documents, Selection of Individual Consultant, receive of quotation, bids or proposals.

•Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, Buyer profile in Atlas.

•Maintenance of the filling system in the procurement unit, including e-documents, extracting, inputting, copying and filling data from various sources.

•Support in processing requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate.

•Tracking of all procurement process unto delivery, acceptance and payment, including follow up with requesting unit on their procurement requisitions, ensuring that all requirements are met.

•Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with prevailing procedures.

•Compilation of information for preparation of cost-recovery for procurement services •Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).

3.Contribution to the Implementation or sourcing strategy, focusing on achievement of the following result: •Updating procurement intranet including contract, roster and supplier information.

•Maximize the use of UNDP web-based system i.e., Etendering System, Intranet, UNDP Global Website and Programme and Operations Policies and Procedures (POPP), ATLAS, etc.

•Review TORs/Specification/Scope of work for each type of procurement methos i.e., of Micro Purchasing, Individual Consultant, Request for Proposal, Request for Quotation and ITB 4.Ensure provision of logistical services, focusing on achievement of the following result: •Arrangement for vehicle rental when is necessary, hotel and conference facilities, as requested by unit.

5.Supports knowledge building and knowledge sharing focusing on achievement of the following results: •Participating in the training course for the operations/ projects staff or procurement.

•Providing guidance to operations/projects staff for preparation of micro-purchasing transaction. Contributing to knowledge networks and communities of practice.

6.The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that: •Human rights and gender equality is prioritized as an ethical principle within all actions; •Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”; •Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production; •Differentiated needs of women and men are considered; •Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created; Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced

Competencies

Description of Competency at Level Required (For more comprehensive descriptions please see the competency inventory) In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx Core Innovation Ability to make new and useful ideas work Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations Leadership Ability to persuade others to follow Level 2: Proactively identifies new opportunities and challenges People Management Ability to improve performance and satisfaction Level 2: Takes ownership of responsibilities Communication & Relationship Management Ability to listen, adapt, persuade and transform Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity Delivery Ability to get things done while exercising good judgement Level 2: Meets goals and timelines for delivery of products or services; Technical/FunctionalDetailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx  and hiring managers are encouraged to familiarize themselves for more information Procurement The ability to acquire goods, services or works from an outside external source Level 2: Execute & Learn: Execute & Learn: Perform defined tasks Monitoring and Evaluation Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work Anti-corruption Knowledge of anti-corruption concepts, principles and policies and the ability to apply in strategic and/or practical situations Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work Office Administration Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work Office Administration Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work Logistics Knowledge of Logistics Operations, principles and methods, and ability to apply to strategic and/or practical situations Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work Collaboration and Partnership Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP/UN Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work Learning and Development Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work Gender Issues and Analysis Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis of projects from a gender perspective Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education: Bachelor’s degree in Accounting, Finance, Business, Public Administration, or other relevant fields of study would be desirable, but it is not a requirement.

Experience: •Minimum 3 years of professional experience, preferably in the field of development for candidates with Bachelor’s degree and 5 years for candidates with Diploma Degree •Knowledge of and experience in supporting procurement, logistic, Supply Management of development projects will be highly desirable.

•Strong knowledge and experience in Project Management Support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.

•Good inter-personal skills.

•Full time availability for project management support duties is essential.

•Familiar with Government and UN/UNDP procedures would be desirable •Up-to-date computer skills required, knowledge of spreadsheet and database packages •Experience in handling of web-based Management Systems would be preferable.

Language Requirements:Fluency in English and Bahasa Indonesia in both writing and speaking.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. ATLAS Position Number : 00167717

Disclaimer

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