IndirizzoBackground
Organizational Context
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, peace, and security.
In Indonesia, UN Women works with the government, civil society organizations (CSOs), academia, the media, and the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and building women’s leadership to build sustainable peace; (2) advancing value-added and transformative economy by supporting women’s economic empowerment (3) A gender-responsive approach to building climate resilience and disaster risk reduction; (4) Using innovation and data to leverage gender responsive governance.
Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operation Manager, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver procurement services.
Duties and Responsibilities
Functions
1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies
- Research and draft responses to enquiries for clearance by the Operations Manager;
- Provide input to the implementation of procurement management policies and strategies on cost saving and reduction;
- Implement procurement management policies and strategies;
- Contribute to the development of sourcing strategies.
2. Coordinate procurement processes for the Indonesia Country Office
- Provide inputs to the preparation of procurement plans for programmes/projects;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services, as necessary;
- Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
- Perform Buyer role in Quantum, prepare/close Purchase Orders (POs) and contract in and outside Quantum
- Prepare submissions to the Procurement Review Committee (PRC), as necessary.
3. Coordinate contract management processes for the Country Office
- Provide administrative support for contract management processes; maintain databases;
- Develop and update the rosters of suppliers;
- Maintain the filing system.
4. Facilitate knowledge building and knowledge sharing
- Participate in trainings for the operations and project staff;
- Provide support for the synthesis of lessons learned and best practices.
5. Ensure proper control of assets
- Maintain records of assets management and prepare reports;
- Provide input to inventory reports;
- Implement inventory and physical verification control in the office and projects;
- Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by the CO/MCO, Regional Office and HQ;
- Arrange shipments and conference facilities.
6. Organize logistical services
- Organize hotel and event arrangements for all official UN Women meetings, functions, and engagements, ensure that all requirements are catered for as required;
7. Perform other administrative tasks as assigned by the supervisor.
Key Performance Indicators
- Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
- Proper and accurate maintenance of files and databases, documents are easily retrievable
- Timely organization of logistics activities
Competencies
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Functional Competencies
- Knowledge of procurement processes, systems, administrative rules and regulations;
- Knowledge in the use of spreadsheets and database packages;
- Ability to work well under pressure and meet deadlines;
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Good IT and web based management skills.
Required Skills and Experience
Recruitment Qualifications
Education and certification:
- Completion of secondary education is required.
- Bachelor's degree (or equivalent) in economics, Business Administration or related field is an asset;
- Procurement certification from an internationally recognized educational institute is an asset.
Experience:
- At least 5 years (for secondary education) of progressively responsible experience in procurement, administration or related experience for secondary education or at least 2 years (for Bachelor Degree) of progressively responsible experience in procurement, administration or related experience;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc);
- Experience in Enterprise Resource Management System (ERP) Atlas, Quantum , or modern web-based ERP System, preferably Oracle Cloud, is desirable.
Language Requirements:
- Fluency in English and Bahasa Indonesia is required;
- Knowledge of the other UN official working language is an asset;
APPLICANT MUST SUBMIT A P11 FORM AS PART OF THEIR APPLICATION. Click here to download the form: - https://bit.ly/P11-DOWNLOAD
The UN 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. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.
UN Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UN Indonesia at the same grade level and with similar job description, experiences, and education requirements.
