Procurement Associate

OBJECTIVES OF THE PROGRAMME

The World Health Organization’s Academy (‘The Academy’) is a new state-of-the-art learning institution that aims to revolutionize lifelong learning for health impact and reach million learners around the world. Based in Lyon, France, the Academy Campus will offer a wide range of learning modalities (on-line, face-to-face and blended); digital, in-person learning via the hub in Lyon or through the campus network, as well as portable learning laboratories designed for contexts where participants cannot travel or access the digital learning platform. The Academy is an integral part of the WHO under the management authority of the Director-General. The overall goal of the Academy is to advance the learning and human development component of WHO’s General Programme of Work (GPW) and health sustainable development goals. More specifically the Academy will: enhance the competencies of millions of people through cutting-edge digital learning and hybrid learning, including leaders, practitioners, catalysts and lay people. The WHO Academy will deliver advanced digital and in-person learning to health policy practitioners, health workers and WHO workforce. The Academy campus will be officially launched in Autumn 2024 as a global initiative combining the latest technologies in digital and remote learning with advancements in adult learning science to offer innovative, personalized and multilingual learning that meets priority needs.

DESCRIPTION OF DUTIES

Under the supervision of the administrative officer the incumbent will perform the following duties:

1. Administers procurement resources and ensures compliant and efficient use of standard operating procedures of procurement; Identify the proper procurement method and potential suppliers; issue offer solicitations, communicate, and negotiate with suppliers when needed.
2. Evaluate and analyze the received offers and recommend the awarded suppliers; ensure that the prices are reasonable, in line with Value for Money principle and that the technical/admin clearances are obtained; and in liaison with the Technical Units, support in submission of the adjudication reports for service contracts, with recommendations for review and approval.
3. Create and process Goods requisitions for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods; Initiate purchase order amendments when required, provide justification, clearance and upload supporting documents in ECM.
4. 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.
5. Analyze and process requests for procurement of services for different technical programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents.
6. Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WHO Academy.
7. Generate 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. Maintains regular contact with the HQ Procurement and Supply Services and make follow up of the Contract Review Committee (CRC) deliberations, when required.
9. Logistical arrangements for transporting and entering goods into Lyon, when required.
10. Act as a backup for customs clearance and logistical arrangements for importing goods.
11. Performs any other relevant duties as assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or its equivalent.
Desirable:

• Higher education relevant to the position.
• Certified training in procurement or a related subject area.

Experience

Essential: At least 8 years of relevant experience (processing, transactions, service centre or other business) of which at least 2 years exposure to procurement activities.
Desirable:

• Experience in the use of an ERP system such as Oracle.
• Experience working in a WHO/UN or other international organization.

Skills

1. Ability to work independently, manage and prioritize in difficult and complex situations and especially under pressure.
2. Proven knowledge of procurement regulations and procedures.
3. Proven problem solving and analytical capacity and strong attention to detail.
4. Demonstrated ability to document and communicate, in both verbal and written form, to various levels in the organization including senior management.
5. Demonstrated negotiation skills.
6. Very good organization skills, ability to meet deadlines.

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.
• Expert knowledge of French.

Desirable: Intermediate knowledge of UN Languages.

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 EUR 50,099 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

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

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

• 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 E-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 workforce. 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 can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]

• 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 short-listed 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 [email protected].

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