Procurement Clerk (Open to external applicants) at UNDP

Hà Nội, , Vietnam -

Full Time

Start Date

Immediate

Expiry Date

01 Feb, 26

Salary

0.0

Posted On

03 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Procurement, Sourcing, Supplier Management, Stakeholder Management, Customer Satisfaction, Communication, Administrative Support, Event Management, Travel Coordination, Data Consolidation, Knowledge Sharing, Compliance, Internal Controls, ERP Systems, Public Sector Procurement, MS Office

Industry

International Affairs

Description

Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below. · Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) · Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers · Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Background The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results. UNDP has been present in Viet Nam since 1978, aiming to ensure that everyone has equal access to opportunities to realize their full potential. The current UNDP Country Programme in Viet Nam 2022-2026 is directly aligned to Viet Nam’s priorities, as set out in the Viet Nam Socio-economic Development Strategy 2021-2030, covering key themes on inclusive and equitable growth, addressing inequalities and disparities, promoting greater transparency and accountability, improving human rights and access to justice, addressing emerging challenges of climate change and green growth. UNDP is striving to ensure that its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders. Duties and Responsibilities A/. Implement 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 UNDP rules, regulations, policies, through implementation of effective internal controls. Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management. B/.Support to conduct procurement processes of official travels for CO, projects, and other UN Agencies Review and verify completeness and compliance of travel request submissions. Liaise with requesting units for any clarification or additional documentation. Coordinate with relevant units to ensure smooth processing. Arrange air tickets for travel: bookings flights, reviewing it, and requesting ticket issuance per approval. Support issuance of Purchase Orders or Travel Request where required. C/. Support to conduct procurement processes of events requests for CO, projects, and other UN Agencies Review and process event procurement requests, including workshop packages, venue rental, and service contracts. Ensure all required supporting documents are submitted and align with internal procedures. Assist in raising e-requisitions and following through on approvals and arrange Negotiations, Purchase Order/ Contract issuance. D/. Support with Supplier Profile Creation and Management Verify required documentation for supplier registration (e.g., forms, IDs, banking details, work relations with UNDP or UN agencies). Create and update supplier profiles in the system in accordance with internal control guidelines. Maintain and update a database of suppliers, ensuring accuracy and compliance. E/. Administration tasks: Monitor Registry’s email account, incoming/outgoing mail, pouch to HQs. F/ Support procurement knowledge building and knowledge sharing in country office. Participate in procurement training for operations and project staff. 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 Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical Competencies Procurement – Sourcing: Ability to find, evaluate and engage suppliers of goods and services Procurement - Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations Procurement - Procurement Management: The ability to acquire goods, services or works from an outside external source 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 Business Management – 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 Procurement - Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Procurement - Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders Required Skills and Experience Min. Education requirements Secondary education is required. Or A university degree in Business Administration, Public Administration, Finance, Economics or related field will be given due consideration, but it is not a requirement. Min. years of relevant work experience Minimum of 3 years (with high school diploma) of relevant administrative or procurement experience is required at the national or international level. Required skills Experience in the use of computers and office software packages (MS Word, Excel, etc). Desired skills in addition to the competencies covered in the Competencies section Experience working with international organization is an asset Experience of web-based management systems such as ERP, SAP, Ariba, ect is an asset Experience in public sector procurement of goods and services is an asset Experience with administrative support such as managing stock levels, report preparation, data consolidation, etc is an asset Experience in processing travel request, event/workshop request is an asset Required Language(s) Fluency in English and Vietnamese is required. Professional Certificates CIPS level 2 certification is desired. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements. Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Procurement Clerk will implement sustainable procurement strategies and ensure compliance with UNDP rules and regulations. They will support procurement processes for travel and events, manage supplier profiles, and contribute to knowledge sharing within the country office.