Business operations specialist assistant (Procurement)

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

Advisory

• Brief clients, staff and partners on the procedures, rules, and regulations for the relevant service lines. ● Maintain consistency in approach and compliance with the respective procedures, rules and regulations in the delivery of services and transactions.

Administration

• Deliver the relevant processes and standard transactions, services and work products, in alignment with business plans and adherence to rules, regulations, and procedures.
• Technically support training in respective area of business operations support for clients and staff.
• Identify areas in which processes and procedures can be improved to deliver optimal client service, efficiency and effectiveness.

Procurement support services:

• Knowledge and skills in procurement of goods/ services including support to purchase requisitions, administering tender/ bidding process and supporting supplier management
• Initiate and process requests for procurement of goods and services, ensure compliance to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds, follow up with concerned parties the receipt of deliverables and finalization of payments.
• 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.
• 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 staff.
• 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.
• Register fixed assets in GSM. Ensure that office assets are bar coded and regular physical count is performed; ensure that the office premises and furniture are kept in proper condition; arrange repair/maintenance when required.
• Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems

Experience

• Essential: A minimum of five years of work experience relevant to the position (administrative support services and transactions in the operational support area, including finance).
• 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

• Knowledge of WHO’s support procedures, and practices procurement
• Knowledge of WHO’s support procedures, and practices in other operational service areas such as:  support for logistics and transportation administration (including the warehouses, exemption documents, management of the office vehicles, supervision of drivers, and all related activities); Administration of the inventory of supplies and organizational assets;  Travel administration, processing requests, visa issuances, flight and hotel bookings and follow up on travel related issues.
• Ability to brief and explain basic administrative procedures to other members of staff.
• Strong interpersonal skills
• Flexibility to adapt to competing priorities and work in a fast-paced environment.

Use of Language Skills

• Essential: Expert knowledge of English Language and local language.
• Desirable: Beginners knowledge of other UN languages.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404980