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Procurement Associate

World Health Organization

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Job Description

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Description

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The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

The Procurement Unit plans, coordinates and manages procurement of goods and services, timely and cost-effective provision of medical and non-medical supplies equipment and services, for health collaborative programmes, as well as emergency operations during epidemic, man-made and / or natural disasters.
Description Of Duties:
To ensure timely and effective procurement of goods and services for WHO/Europe, while ensuring integrity of the process, efficiency, timeliness and service to clients.
Under the supervision of the EURO Regional Procurement Officer, the incumbent:

  • Assists Procurement Initiators with planning procurement for the Goods and Services needed for the implementation of WHO projects.
  • Responds to queries on procurement policy and processes to achieve timely and cost-effective purchases. Escalates complex issues to the Regional Procurement Officer.
  • As delegated by the Regional Procurement Officer, manages tender processes for goods and services, evaluation of offers, conduct negotiations as required with counterparts, follow-up on purchase requests placed with the Global Service Center (GSC).
  • As delegated by the Regional Procurement Officer, reviews procurement processes to ensure overall compliance with operating procedures through the use of the ERP system and other tools; provides procurement status reports, data and statistics in accordance with procurement procedures. Reports the trends and common issues to the procurement officer.
  • Assists Procurement Initiators with documenting procurement processes (i.e. Adjudication Report) to ensure all key information is available in case of audits.
  • Advises staff on contractual modality including Long Term Agreements (LTAs). If needed, liaises with the Legal team to add specific terms and conditions.
  • Assists Procurement Initiators with contract management to ensure constant monitoring of suppliers’ work progress and timely completion, timely contractual changes, and effective dispute resolution.
  • Provides staff procurement training on various procurement-related topics such as tendering, LTAs, effective documentation, etc.
  • Assists in developing guidance, SOP, checklist, and intranet to ensure needed info is readily available to all staff in the region.10. Performs all other related duties as assigned.
Required Qualifications:
Education:
  • Essential: Completion of secondary school or equivalent.
  • Desirable: Relevant higher education. University degree in business administration, accounting or other relevant field and/or formal training in procurement (such as CPSM, CIPS)/accounting/finance/administration related fields.
Experience:
  • Essential: A minimum of 8 years’ working experience in the area of procurement, supplies, and logistics.
  • Desirable: Experience in procurement within the UN System or a multilateral organization.
Skills:
  • Sound knowledge of procurement.
  • Service-oriented, problem solving and analytical skills.
  • Communication and negotiation skills.
  • Ability to manage and prioritize own’s work in a systematic way.
  • Ability to manage emotions, remain objective and focused even in a changing environment.
  • Promotes collaboration and open communication in the team.
  • Emotional intelligence: Ability to identify and manage one’s own emotions, as well as helping others to do the same.
Desirable:
  • Good knowledge in use of an ERP system. 
  • Ability to use. IT tools to improve workflows, speed of service and reports. Knowledge of WHO and/or other UN systems is an asset.
Use of Language Skills:
  • Essential: Expert knowledge of English. Expert knowledge of Turkish.
  • Desirable: Intermediate knowledge of French, Russian, German.

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