.

Qualifications

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

The position is responsible for providing a broad range of procurement functions. Assignments involve procurement of goods and services in accordance with established rules and procedures. In coordination with the immediate supervisor, the incumbent establishes and maintains frequent contact with staff members throughout the office, as well as extensive external contacts to provide or collect information, ensure common understanding, clarify and/or resolve issues. Established procurement procedures are applicable but require interpretation in responding to unusual or more complex situations.  Most functions are performed independently.  Work is assessed on the efficiency of services and in accordance with established objectives. The Administrator defines the specific work objectives and provides guidance and supervision as needed. 

Under the general supervision of the Administrator and the direct supervision of the Procurement Technician I, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

 

1.    Process, review, and analyze local and international purchase requests; create and manage purchase orders, contracts, and amendment processes; review procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotations, invitations to bid or requests for proposals; verify availability of funds; draft Contract Review Committee justification forms, as required and secure necessary approvals;

2.    Support the Procurement Technician in the development of the annual local procurement plan;

3.    Prepare and submit appropriate documentation to the Procurement Department for actions above the Representative’s delegation of authority;

4.    Review offers received in response to competitive procurement processes for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;

5.    Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, following up on government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finance, and Customs Office, etc.;

6.    Monitor the general process of purchase orders; maintain payment information up-to-date and generate correspondence; maintain databases and process procurement actions utilizing the procurement system; maintain purchase control files, monitor and follow up on all purchases; close out files after all actions have been completed;

7.    Monitor the entry and delivery of purchases, supplies, and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement-related matter;

8.    Prepare correspondence in on own initiative, or from verbal instructions; enter data on computerized system; generate statistical or ad-hoc reports, as requested;

9.    Monitor and ensure that all purchases are properly delivered, received and acknowledged; ensure that files of goods purchased for internal use are duly registered in the inventory by General Services;

10. Perform an internal audit of the donation documents, ensuring that all goods were properly received by the counterparts;

11. Register and maintain updated suppliers’ databases and advise technical areas on recommended suppliers;

12. Perform other procurement related duties such as: answer telephone queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in process; prepare draft translations of correspondence, when required;

13. Perform other related duties and replace other staff members with similar functions, as assigned.

 

REQUIRED QUALIFICATIONS

Education:

Essential:   Certificate of completion of high school.

Desirable: Specialized training at the college, university, or business school level with emphasis on procurement, logistics, administration or finance would be an asset.

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.  PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), 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:  http://www.whed.net/ 

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

Experience:

Essential:  Four years of experience in procurement work.

Desirable: Experience in procurement of health-related commodities and in e-procurement systems would be an asset.

SKILLS:

PAHO Competencies:

·    Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

·        Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team.  Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.

·      Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

· Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly.  Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views.  Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures.  Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

·    Knowing and Managing Yourself:  Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

·         Producing results:  Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.

Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently.  Demonstrates positive attitude in working on new projects and initiatives.  Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

•    Theoretical and practical knowledge of local and international purchasing and its operations.

•    Knowledge of procurement contracting principles and terms; ability to interpret rules and regulations; ability to plan and              execute procurement activities using an integrated approach.

•    Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions, such as:         monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures,           etc.

•    Ability to plan, organize, evaluate, problem-solve and make decisions in respect of procurement related matters.

•    Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

•   Ability to prepare working translations and write/originate routine and non-routine correspondence and reports in English and      Spanish.

Languages:

Very good knowledge of Spanish. A working knowledge of English would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Monthly Salary: (Net of taxes)

Q $11,0589.00 (Salary is non-negotiable)

ADDITIONAL INFORMATION

·         This vacancy notice may be used to identify candidates to fill other similar short-term general services positions, at the same grade level.

·         Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.

·         The post description is the official documentation for organization purposes.

·         Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

·         For information on PAHO please visit: http://www.paho.org

·         PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

·         PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.

·         PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

·         PAHO/WHO is committed to workforce diversity.

·         PAHO/WHO is a smoke-free environment.

·         Applications from women and from nationals of non and underrepresented Member States are encouraged.

·         All applicants are required to complete an on-line profile to be considered for this post.

·         Administrative/support positions in Guatemala are open to Guatemala City metropolitan area residents only.  Candidates must be Guatemalan citizens or be a permanent legal resident in the country.