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Executive Assistant (Procurement)
World Health Organization (WHO)
SE/DAF Director - Administration & Finance
G5 General Support Full-time Locallly Recruited
Job Expired 19 Oct 2023
Posted 2 months ago
Job Description


Purchasing and Contracts Services(PCS) is responsible for the procurement of goods and services including medical supplies. These activities support programmes, projects, Regional and country office activities of the organization in the South-East Asia Region.



Under the direct supervision of the Executive Associate(Pharmaceuticals), the incumbent will be required to perform the following functions:

  • Provide assistance in the procurement and delivery of supplies (including pharmaceutical, laboratory and medical and other goods and services) and equipment for assigned countries in the Region.

  • Assist in conduct of Market research for goods and services.

  • Perform Order Administrator function and responsibility in the Global Management System (GSM) which involves reviewing and converting Request for Pricing Estimates (RPEs) to ITBs or RFPs. Also verify all approved goods requisitions to ensure compliance with business rules and principles prior to assigning cleared requisitions to the procurement team at Global Service Centre (GSC).

  • Coordinate with relevant internal and external stakeholders including GSC, WHO Country Offices (WCO) and Technical Units at the Regional Office, varying contractual partners, shipping agent, Government Officials and Administrative units in respective offices across the region.

  • Provide Emergency response assistance to WCOs ensuring value for money procurement of goods and services in a timely and efficient manner.

  • Ensure correctness and verify accordingly invoices including checking, recording of funding references, endorsing for certification by Procurement Officer and liaising with Finance Unit in relation to payment of invoices.

  • When required prepare documents for importation and export of project consignments and arrange transportation, ensuring cold chain requirements where necessary.

  • Participates in tender pre-bid meetings, and other inter organizational meetings.

  • Perform other related duties and replace colleagues, as assigned by supervisor.




Essential: Completion of Secondary School education.

Desirable: Procurement or supply chain management or logistics training (CIPS level (s) training would be an asset).

WHO only considers higher education qualifications obtained from an accredited institution. The list can be accessed through this link:



Essential: At least 5 years' experience in administration and/or procurement end-to-end process of goods and/or services contracts with several years of experience with UN agencies and reputable international organizations

Desirable: Experience in international procurement for public health with advanced knowledge of Oracle or similar ERP to monitor procurement transactions would be an advantage


  • Knowledge of direct, indirect taxes, particularly sales tax, excise duty, customs duty and VAT.

  • Familiarity with trade, commercial and shipping practices and terminology

  • Thorough knowledge of modern office procedures and practices.

  • Ability to draft standard correspondence.

  • Ability to handle work in a timely and accurate manner with tact and discretion, as required.

  • Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and or self-training.


WHO Competencies

  • Teamwork

  • Respecting and promoting individual and cultural differences

  • Communication

  • Producing results

  • Moving forward in a changing environment


Use of Language Skills

Essential: Expert knowledge of English



WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at INR 935,497 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.




  • This vacancy notice may be used to fill other similar positions at the same grade level

  • Only candidates under serious consideration will be contacted.

  • A written test and/or an asynchronous video assessment may be used as a form of screening.

  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Some professional certificates may not appear in the WHED and will require individual review.

  • According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

  • The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

  • The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

  • are strongly encouraged to apply.

  • Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

  • An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

  • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

  • For information on WHO's operations please visit:

  • WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

  • The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

  • Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at

  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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