Procurement Associate

General Assembly Resolution 2186 (XXI) decided to “bring into operations the United Nations Capital Development Fund as an organ of the General Assembly which shall function as an autonomous organization of the United Nations. The UN Capital Development Fund (UNCDF) assists developing countries, especially least developing countries, in the development of their economies by supplementing existing sources of capital assistance by means of grants, loans, and guarantees. UNCDFs vision is to help mobilize and catalyze an increase of capital flows for SDG impactful investments to Member States to address the most pressing development challenges facing vulnerable communities in these countries and thereby contribute to sustainable economic growth and equitable prosperity.

UNCDF utilizes its unique capability in the UN system to deploy grants, loans and guarantees to crowd-in finance for the scaling of development impact. UNCDF focuses on where the needs are greatest, a deliberate focus and capability rooted in UNCDF’s unique investment mandate to support the achievement of the 2030 Agenda for Sustainable Development and the realization of the Doha Programme of Action for the least developed countries, 2022–2031.

As per its Strategic Framework, UNCDF works to deploy its functions as a hybrid development organization and development finance institution. UNCDF responds to Member States requests for assistance by providing targeted technical and financial advisory services on investments for development outcomes, designing bespoke financial structuring solutions, undertaking financial derisking of investments, and enhancing investment readiness of SDG aligned projects in partnership with private sector, UNOs, International and Local Finance Institutions, Development Finance Institutions as well as Foundations and Philanthropy, among others. UNCDF works to develop local financial systems, new markets and mobilize and crowd in capital from public and private sources. UNCDF is driven by a partnership mindset which enables it to deploy its different capital capabilities in highly tailored and responsive ways in order to mobilize investments flows from other sources, in particular from the private sector.  By structuring transactions which are highly impactful but also recognize the need for multiplying the impact of its own capital, UNCDF seeks to position itself as a preferred partner for different stakeholders.  UNCDF’s work is focused on six priority areas, including:

•  Sub-national and local infrastructure financing
• Women owned enterprise financing
• Nature and climate financing
• Energy and decarbonization finance
• Sustainable food systems financing
• Inclusive digital finance 

UNCDF staff and personnel are located in regional hubs based in Dakar (Senegal), Nairobi (Kenya) and Bangkok (Thailand) with sub-regional presence in a number of locations in the Caribbean and Pacific Regions. UNCDF is led by an Executive Secretary based out of New York, USA. Pursuant to General Assembly resolution 2321 (XXII, para 1.a), the Administrator of the UNDP performs the function of the Managing Director of UNCDF. UNCDF is overseen by the Executive Board of United Nations Development Fund (UNDP), United Nations Population Fund (UNFPA) and the United Nations Office for Project Services (UNOPS) and performs the function of the Executive Board of UNCDF.

The Regional Procurement Associate is part of the Office of Financial Management Services (OFMS) regional capacity and to be based in Bangkok. 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.
 

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.

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:

Administer and support implementation of innovative and 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 UNCDF rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map the regional office procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
• Conducts research to provide input to the formulation and implementation of the regional office contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies.  

Organize procurement processes for the regional office, projects, and collaborate with other UN Agencies.

• Consolidate procurement plans for the office and projects and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP).  
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

• Develop and manage rosters of suppliers. 
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms. 
• Make use of Long-Term Agreements/Framework Agreements for more efficient category management. 
• Manage and implement e-procurement system in UNCDF.

Facilitate procurement knowledge building and knowledge sharing to UNCDF offices in the Region.

• 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.
 

Competencies

Procurement    

• Sourcing. Ability to find, evaluate and engage suppliers of goods and services 
• Financial Analysis. Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability 
• Procurement Management. The ability to acquire goods, services or works from an outside external source. 
• Stakeholder Management. Ability to work with incomplete information and balance competing interests to create value for all stakeholders 

Business Management     

• Customer Satisfaction/ Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil 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
• Risk Management. Identify and organize action around reducing, mitigating and proactively managing risks
• Communication. 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