Procurement Assistant

1. Background and Justification

     *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.

2.  Job Description

     *Objectives of the Programme and the immediate Strategic Objective        

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.

 *Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment)

The incumbent will work under the direct supervision of the Operations Officer and the overall supervision of the Head of WHO Country Office, Syria 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.

*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)

The incumbent will perform the following duties:

1. Analyze and process requests for procurement of goods and services 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, monitor status and ensure timely process of requests and delivery of goods and services. Draft purchase order amendments when required, provide justification and upload supporting documents in RMS.

3. Prepare requests for price estimates for non catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor.

4. Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.

5. 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.

6. Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.

7. Prepare periodic procurement reports and briefings on the status of all transactions for the review of the supervisor. Initiate correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions, and recommend solutions.

8. Perform other duties related to area of work, and replace colleagues as required.

3. Recruitment Profile

     Competencies: Generic Describe the core, management competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

1. Teamwork*
2. Respecting and promoting individual and cultural differences*
3. Communication*
4. Producing results
5. Moving forward in a changing environment

               Functional Knowledge and Skills

      *Describe the essential knowledge and the skills specific to the positionajira

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

Education Qualifications

    *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 five years’ progressive experience in procurement.

       Desirable

       Relevant experience in the UN system.

4.     Use of Language Skills

Very good knowledge of English and Swahili. French is an asset.

  Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.

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

5. 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 TZS 43,670,000/- and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

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

• 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 case 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. 
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station. 
• Interested candidates must apply on-line through our Stellis recruitment system. For assessment of your application, please ensure that: (I) Your profile on Stellis is properly completed and updated; (ii) All required details regarding your qualifications, education and training are provided; (iii) Your experience records are entered with elaboration on tasks performed at the time. Kindly note that CVs/PHFs inserted via LinkedIn are not accessible.