Executive Assistant (Procurement)

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

Purchasing and Contracts Services (PCS) is responsible for the procurement of goods and services including medical supplies. These activities support programmes, projects, Regional and country office activities of the organization in the South East Asia Region.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Associate, the Executive Assistant will be required to perform the following functions:

1. Provide assistance in the procurement and delivery of supplies (including pharmaceutical, laboratoryand medical and other goods and services) and equipment for assigned countriesin the Region.
2. Assist in conduct of Marketresearch for goods and services.
3. Perform Order Administrator function and responsibility in the Global Management System (GSM)which involves reviewing, and converting Request for Pricing Estimates (RPEs)to ITB's or RFPs. Also verify all approved goods, requisitions to ensurecompliance with business rules and principles prior to assigning clearedrequisitions to the procurement team at Global Service Centre (GSC).
4. Coordinate with relevant internal and external stakeholders including, GSC, WHO Country Offices (WCO)and Technical Units at the Regional Office, varying contractual partners, shipping agent, Government Officials and Administrative units in respective offices across the region.
5. Provide Emergency response assistance to WCOs ensuring value for money procurement of goods and services in a timely andefficient manner.
6. Ensure correctness andverify accordingly invoices including checking, recording of fundingreferences, endorsing for certification by Procurement Officer and liaisingwith Finance Unit in relation to payment of invoices.
7. When required prepare documents for importation and export of project consignments and arrangetransportation, ensuring cold chain requirements where necessary.
8. Participates in tender pre-bid meetings, and other inter organizational meetings.
9. Perform other related duties and replace colleagues, as assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education. Desirable: Procurement or supply chain management or logistics training(CIPS level(s) training would be an asset).

Experience

Essential: At least five years' experience in office assistance and administrative process, handling logistics or supply chain management or related procurement activity Desirable: Experience in procurement or logistics in a in UN organization, international organization, government, business or professional office.

Skills

Knowledgeof direct, indirect taxes, particularly sales tax, excise duty, customs dutyand VAT.Familiarity with trade, commercial and shipping practices and terminology. Thorough knowledge of modern office procedures and practices. Ability to draft standard correspondence;Ability to handle work in a timely and accurate manner with tact and discretion, as required.Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.

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 INR 840,160 (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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.