Procurement Assistant

PURPOSE OF THE POSITION

To provide support to the country office in the timely procurement of goods & services ensuring effectiveness, transparency, and integrity of the procurement process.

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.
 

DESCRIPTION OF DUTIES

The incumbent will work under the direct supervision of the Business Operations Associate and the overall supervision of the Head of WHO Country Office (HWCO) in a normal office environment. Guidance is provided in the form of procurement guidelines and administrative instructions. Supervisors determine priorities on the basis of changing and ad-hoc requirements. The incumbent performs day to day and routine tasks independently. Complex issues or exceptions from established procedures are discussed and resolved with the supervisor.

1. Participate in the analysis and preparation of goods for procurement of goods for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds. 
2. Using GSM, initiate local purchase requests for both catalogue and non-catalogue items in an efficient manner to be submitted by the supervisor, monitor status and ensure timely process of requests and delivery of goods and services. 
3. Draft purchase order amendments when required, provide justification and upload supporting documents in ECM. 
4. .Participate in the preparation of requests for price estimates for non-catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implementation of related procurement decisions taken by technical units and supervisor.
5. Assist in drafting bid invitations and related correspondence, compiling offers, preparation summary of bids including information on price and conditions of offer as well as in drafting the adjudication reports.
6. Arrange for the meetings of the Country Procurement Committee by identifying with partners suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.
7. Maintain and update the suppliers' database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.
8. Participate in the preparation of periodic procurement reports and briefings on the status of all transactions for the review of the supervisor.
9. Assist in initiating correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions.
10. Perform other duties related to area of work, and replace colleagues as required.
     

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education, supplemented by training in a field related to the work performed.
Desirable: University degree in business administration, social sciences or a related field is an asset.
 

Experience

Essential: At least three years' progressive experience in procurement.
Desirable: Relevant experience in the UN system.
 

Skills

• Proven knowledge of procurement regulations and procedures 
• Demonstrated negotiation skills. 
• Very good organizational skills, ability to meet deadlines. 
• Good analytical skills. 
   

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment
 

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.
 

Other Skills

• Very good knowledge of Microsoft applications. 
• Knowledge of ERP/Oracle applications is an asset.
   

REMUNERATION

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 USD 14,391 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
 

ADDITIONAL INFORMATION

• Staff members separated due to the 2025 Prioritization and Realignment Process will receive special consideration according to the applicable regulatory framework.

• 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: http://www.whed.net/. 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 eManual.

• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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 (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• 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: http://www.who.int.

• 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 shws@who.int.

• 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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