National Professional Officer (Procurement)

Overview

Facilitate procurement and logistics operations effectively.

You have:

• First level University Degree from a recognized University with specialization in Procurement, Logistics/Supply Chain, Business Administration or related field.
• At least one year of relevant experience in procurement and/or logistics operations in a large international company or organization.
• Expert knowledge of English.
• A recognized professional qualification in Procurement such as CIPS.
• Good knowledge of shipping matters and commercial transport logistics (sea, rail, road, air).
• Ability to work under pressure and to prioritize the workload.
• Ability to brief and train staff.
• Good analytical and general organizational skills.

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 2,063 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

The WHO Global Service Centre (GSC), Malaysia, provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, account payable and support of corporate IT applications. The aim of this Centre is to serve as the global processing and administrative platform for the swift and reliable delivery of a comprehensive array of products and services covering all these fields. The objective of the Global Procurement and Logistics (GPL) is to implement global procedures on contracting and procurement; to set standards for the goods and services contracted or procured as well as control and oversight of the adherence to applicable rules, procedures and standards associated with such procurement. GPL is also responsible for market research, purchasing of and evaluating suppliers for a vast range of commodities and services for WHO's technical programmes and projects. Finally GPL provides administrative services to all staff and all WHO Offices worldwide in respect of purchasing and shipping of both goods and services.

DESCRIPTION OF DUTIES

Procurement and logistics activities include a number of high volume tasks, which nevertheless require close attention to detail. The incumbent will be responsible for the day-to-day operations related to procurement and or shipping activities and work in close collaboration with colleagues in GPL, GSC, Head Quarters (HQ), Regional Offices (RO) and Country Offices (CO). Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within GPL as determined by the Coordinator, GPL which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required.

General duties and responsibilities (for all teams):

- Deliver responsive services to customers and stakeholders in alignment with the GSC/GPL Service Catalogue.

- Respond to enquiries and provides support, advice and guidance to users and staff in WHO.

- Assist with identification of system issues or enhancements, and in testing fixes and solutions.

- Make proposals for improvements and harmonization where necessary.

- Provide support and training to staff in the Unit.

- Perform other related duties as assigned including ad hoc assignments, special projects.

Each team in GPL has team-specific duties over and above those described above.

Contracting and Procurement Team:

- Prepare procurement forecasts.

- Conduct market research, analysis, and sourcing for global goods procurement.

- Manage, update and systematically maintain Long Term Agreements (LTAs) and Global Catalogues.

- Process Requests for Price Estimates for complex procurement cases.

- Reimbursable Procurement i.e. procure goods or services on behalf of Member States.

- Request for Quotations (RFQ) and other solicitations; including evaluation, preparation of adjudication report and negotiations.

- Handle Supplier management and contract management.

- Participate actively in procurement training to WHO staff.

- Liaise with technical units to help develop the technical specifications to identify suitable item for procurement.

- Liaise with Accounts Payable to ensure timely payment of invoices.

- Other duties as required, such as matters relating to excise duties and other taxes, and follow-up of shipping and logistic matters.

Compliance Team:

- Develop internal guidelines and procedures in compliance related activities.

- Conduct internal compliance check in the transaction processing and other activities in GPL.

- Conduct compliance check and risk assessment on the requisitions from WHO offices.

- Identify potential areas of compliance vulnerability and risks.

- Prepare, publish and share the risks and compliance reports and any other reporting as required.

- Follow up with respective stakeholders on outstanding compliance issues.

- Conduct random reviews and follow up on the implementation of audit recommendations.

- Ensure proper tracking and reporting of implementation of corrective actions.

- Manage system related projects and IT related issues within GPL.

Shipping Team:

- Prepare strategic and operations proposals to maintain and improve the efficiency, effectiveness and economic level of services provided by the unit.

- Inform the personnel of the unit of any standards, best practices or guidelines and ensures they are up to date on the latest versions of same.

- Regularly review procedures and performance statistics of the unit, and the individual staff within it, with an aim to continuously provide a higher level of service to clients of the unit.

- Analyze and report on all aspects of logistics performance information from the Global Management System, Business Intelligence and Forwarder's report.

- Negotiate with brokers or agents on continual basis to ensure most economic options for WHO shipping worldwide.

- Monitor quality of shipping services provided by brokers or agents.

- Ensure agents or brokers provide services that meet standards as agreed in contracts.

- Liaise with Procurement Officers and Assistants with regard to planning and costing of shipping.

REQUIRED QUALIFICATIONS

Education

Essential:

- First level University Degree from a recognized University with specialization in Procurement, Logistics/Supply Chain, Business Administration or related field. Desirable:

- A recognized professional qualification in Procurement such as CIPS.

- A recognized degree/diploma in the area of Pharmacy or Bio-medical engineering.

Experience

Essential:

- At least one year of relevant experience in procurement and/or logistics operations in a large international company or organization. Desirable:

- Experience in working in a Shared Service Centre.

- Some experience in leading a team.

Skills

Essential

- Good knowledge of procurement concepts and applications in a larger Organizational context.

- Good knowledge of shipping matters and commercial transport logistics (sea, rail, road, air).

- Ability to work under pressure and to prioritize the workload.

- Ability to brief and train staff.

- Ability to use ERP system such as Oracle.

- Ability to multi-task while paying attention to details.

- Ability to plan and manage projects.

- Sound judgement, integrity and tact when dealing with others.

- Good analytical and general organizational skills.

- Good inter-personal and communication skills.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential:

- Expert knowledge of English. Desirable:

- Intermediate knowledge of French.

REMUNERATION

Remuneration comprises an annual base salary starting at MYR 96,606 (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 including those of a temporary nature.

• 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.

• 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 is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.

Potential interview questions