Procurement Assistant 1

Procurement Assistant

World Health Organization (WHO)

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Under the general supervision of the Operations Officer, the incumbent performs the following functions:

  • Receives and reviews purchase requests for goods and services from Requestors (in Technical Units) for clarity, compliance, detail, completeness, and obtains additional information considered necessary;
  • Compiles lists of sources of procurement (supplier database), to request for quotations and proposals for bids and liaises with potential suppliers;
  • Reviews and performs analysis of responses from suppliers as required by WHO rules.
  • Compiles and analyzes information contained in quotations or proposals to select the most competitive supplier; Prices Requests for Price Estimate (RPE) when using the Procurement Module of Global Management System;
  • Tracks the status of requisitions and updates procurement tracker;
  • Responses to Requestors and Suppliers enquiries about status of orders, charges and cancellations;
  • Maintain the required stockpiles of essential incident management equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.
  • Oversees the Travel and Events management, including planning and monitoring of WCO travel within and outside the country.
  • Oversees the management of the fleet, including planning and monitoring fleet movements and overseeing the maintenance of vehicles. Liaises with counterparts in the Regional Office, at HQ/Geneva and brings any problem that might need the support of the Global Service Center (GSC);
  • Liaise with the receiving unit and coordinate the completion of the supplier performance evaluation and upload it in the PO ECM;
  • Ensure accuracy of entries by checking information registered in the CSU Fixed Assets Register;
  • Administrate the sale of Assets that are no longer in use in accordance with the approval of the WR.
  • Supervise periodic physical verification (at least once every biennium) of all WHO Assets and reconcile them against the Fixed Asset register.
  • Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed off).
  • Coordinate the transfer of assets from person-to-person or unit-to-unit and ensure that this is reflected in the central fixed assets
  • Supervise the process of disposal of obsolete assets and ensure that assets are disposed off in the best interest of the Organization and that records are updated in the Fixed Asset Register.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education with a diploma or graduate degree level in business administration, public administration or related fields, and/or equivalent technical or commercial education.

Desirable: Training in procurement, administration and/or in a finance or clerical field is desirable.

Experience

Essential: 10 years of working experience in administration and management with 3 to 5 years formal or self-training in events management or supporting the organization of meetings.

Desirable: Training in Procurement and Supply management in WHO or UN system will be an advantage.

Skills

  • Ability to identify various categories of supplies and equipment to facilitate procurement.
  • Ability to acquire (and apply) a sound knowledge of policies, practices and procedures connected with assigned duties;
  • Ability to work with minimum supervision;
  • Ability to use systems pertaining to the treatment and processing of procurement such as the WHO Global Management System (GSM).
  • Ability to use standard Office software such as Word, Excel and PowerPoint.

Use of Language Skills

Essential:
Desirable: Expert knowledge of English. Intermediate knowledge of Langues locales.

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 MWK 14,205,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave

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