Associate (Procurement), GS-5, 3 months, Ulan Bator, Mongolia

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

OBJECTIVES OF THE PROGRAMME

To provide administrative procurement support to the overall technical cross cutting teams of the WHO Country Office (CO).

DESCRIPTION OF DUTIES

Under the supervision of the Senior Executive Associate and overall guidance of the Head of WHO Country Office, the incumbent is responsible for the following duties:

Support the implementation of operational strategies focusing on achievement of the following tasks:

a) Register, record, compile, file, archive, maintain data and initiate procurement activities in full compliance with WHO rules, regulations, policies and strategies.

b) Translate materials, either in writing or verbally, from Mongolian to English and vice-versa; make oral translations for procurement-related activities;

c) Support and facilitate the preparation of procurement processes including preparation of adjudication report, RQFs, ITBs or RFP and receipts of quotations, bids and preliminary evaluation ensuring cost-efficiency;

d) Provide inputs to the CO's procurement business processes mapping and elaboration of the Standard Operating Procedures (SOPs) in procurement and logistics to ensure the corporate requirements of global and regional platform and system;

e) Prepare purchase orders and contracts and outside the Global Management System (GSM) including emergency procurement;

f) Follow up on deadlines of procurement requisitions, respond to routine requests along with approvals, if necessary and coordinate with the Supply Unit in the Regional Office and other relevant teams;

g) Conduct the Local Procurement Committee meeting if threshold amount is above the authorized level;

h) Implement an internal control system to ensure that purchase orders are fully prepared and dispatched; Undertake timely corrective actions for POs with budget check errors and other problems;

i) Participate in the UN joint long-term agreement activities;

j) Assist in conducting the survey among the suppliers and update the WHO prequalified suppliers;

k) Provide support to all required administrative clearances, shipping, customs clearance and clearance from other relevant government organizations such as the Ministry of Health, State Inspection Agency, Border Clearance Agency, Drug Regulatory Agency etc.; and

l) Perform other related duties as may be required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent from secondary school. Desirable: Training on procurement, logistics or related field.

Experience

Essential: At least five (5) years' experience in administrative functions including logistics and/or procurement. Desirable: Work experience in a large or international organization, including WHO.

Skills

• Thorough knowledge of office procedures;
• Typing and stenographic skills at required speed;
• Ability to discern routine from nonroutine tasks;
• Ability to draft correspondence, summary of meetings and notes for the records;
• Ability to use word-processing equipment; use of other applications;
• Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Mongolian. Desirable: Beginners knowledge of French.

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 17,042 (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 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.

• For information on WHO's operations please visit: http://www.who.int.

• 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 for WHO jobs.

• 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.

• 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.

• 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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• 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].