Business operations associate (Procurement) (PN 458415)

JOB PROFILE SUMMARY

Under the supervision of an operations professional, the incumbent will lead a team of support staff or hold the lead accountable role in delivering services and transactions in the relevant office in one or more of WHO’s specialized operational areas and subdisciplines, such as finance, human resources, procurement, logistics, and/or information technology management. 3. Key duties and responsibilities The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office. • Supervise the delivery of services and transactions in one or more of the specialized operational areas and subdisciplines of a) human resources management, b) procurement, and/or c) information technology management.

DESCRIPTION OF DUTIES

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

Team management

• Manage a team of specialized support staff, or play a lead role in administering the delivery of efficient and effective services and transactions.

• Quality assure work products and processes compliant with respective procedures, guidelines, and policies.

• Justify and escalate procedural exceptions.

• Facilitate the capture and sharing of best practices and continuous learning by the team. • Propose work process improvements for team performance.

Advisory

• Share technical knowledge on matters relating to core service lines, by briefing clients, staff and partners on, and interpreting, relevant procedures, rules and regulations.

• Support consistency in approach and compliance with respective procedures, rules, and regulations. Administration

• Undertake delegated certifications and approvals under the applicable accountability framework

• Manage the delivery of the respective processes and standard transactions, services, and work products to be aligned with business plans and adhering to rules, regulations, and procedures.

• Conduct training in respective area of business operations support for clients and staff.

• Identify improved service line processes and procedures for optimal client service, efficiency and effectiveness.

Procurement:

– Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance in preparing specifications of goods and services.

– Prepare adjudication reports and process requests for procurement of goods and services for the unit ensuring adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.

– Create, Process and finalize purchase orders (POs) and contracts, using GSM, for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure accuracy of PO; timely process of requests and delivery of goods and services. Make amendments when required, provide justification and upload supporting documents in ECM.

– 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.

– Update the required stockpiles of essential emergency equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.

– 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.

– Initiate correspondence to verify data, answer queries, alert supervisor of any gaps in the transactions, and recommend solutions.

– Prepare and review supplier’s performance for OSL Manager’s approval, and update suppliers’ database on regular basis.

– Provide technical units and country office with the estimate cost of needed supplies/services to estimate their budgets

– Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WCO

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

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems.
Desirable: University degree in business administration, or related field

Experience

Essential: A minimum of eight years of progressively responsible work experience relevant to the position (administrative support services and transactions in the operational support area, including procurement).
Desirable: Experience in administrative support positions within WHO or another United Nations agency. Experience in Oracle-based systems or another enterprise resource planning system.

Skills

▪ Procuring goods/ services including initiating purchase requisitions, administering tender/ bidding process and supporting supplier management.

WHO Competencies

1) Teamwork

2) Respecting and promoting individual and cultural differences

3) Communication

4) Producing results

5) Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge in English and local language.

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

• Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such as Workday

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 19,633 (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

• 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 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 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 can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• 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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