Procurement Assistant

Country Management Support Units (CSUs) have been established in the organizational 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

Country Management Support Units (CSUs) have been established in the organizational 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 National Procurement officer and general guidance 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 stock piles 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 counter parts 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 education or equivalent.Additional training in business administration and management procedures
• Desirable: Training in Procurement and Supply management in WHO or UN system will be an advantage. Higher education an asset

Experience

• Essential: At least10 years’ experience in general Procurement and Supply work. Some experience
• Desirable: Experience in of purchasing in an ERP such as Oraclee-business environment will be an asset; Import and Export Business such as customs clearing and forwarding ; other areas such as Administration, Program Management, would be an asset.

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: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402871