JOB DETAILS:

United Nations Development Programme Procurement & Admin Associate (Re-advertisement) Malaysia UNDP Jobs 2024

United Nations Development Programme looking for “Procurement & Admin Associate (Re-advertisement)”. Applicants with Secondary School Diploma may apply on or before 17-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 03/07/2024 for qualified applicants to fill in the vacant post of Procurement & Admin Associate (Re-advertisement) to be based in Kuala Lumpur , Malaysia. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: Procurement & Admin Associate (Re-advertisement)

Duty Station: Kuala Lumpur , Malaysia

Country: Malaysia

Application Deadline: 17-Jul-24

Responsibilities:

• Administration and implementation of procurement related operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Control of CO Assets
• Organization of logistical services
• Facilitation of knowledge building and knowledge sharing

Ensures administration and implementation of the procurement related operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for clients focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of Purchase orders and contracts in and outside the ERP. Buyers profile in the ERP.
• Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP), and Advisory Committee on Procurement (ACP).
• Manage ERP tools, including creation-tracking-closing of POs, payment to suppliers and reporting tools on procurement.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of researched information on procurement.
• Preparation of cost-recovery bills in the ERP for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Successful implementation of UNDP corporate electronic tools for procurement function.
• Dissemination of best practices in the use of various electronic systems related to procurement to project/programme colleagues.
• Ensures proper control of CO Assets focusing on achievement of the following results:
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

Ensures organization of administrative and logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
• Liaison with relevant Ministries and Departments on processes such as Foreign Affairs, Customs, Inland Revenue Board, Transport Department and other as necessary.
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent); preparation of all necessary documentation, implementation of follow-up actions.
• Processing requests for visas, identity cards and other documents.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement, Travel and Protocol matters, including training and supporting colleagues on Quantum and other online applications.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

Requirements: