Procurement Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Operations Officer or his/her designated mandated representative(s), the UNV Procurement Assistant will closely work with suppliers to establish a professional pre-qualification of potential bidders for key goods and services and negotiate effective deals after approval of the Contract Review Committee, ensuring the coherent application of WHO related rules, SOPs and consistent implementation of delegated authorities and responsibilities.

1. Support the procurement and contracting activities for WHO’s incident management system at the country level. This includes preparing cost estimates and procuring equipment and supplies locally and through the Global Management System (GSM).

2. Review procurement requests received from the incident management team as well as other sub- offices, review various contractual documents for compliance with contract specifications; authorize the payment of suppliers and freight forwarders invoices in coordination with the budget and finance team.

3. Monitor the preparation and distribution of invitations for bids and requests for quotation to qualified suppliers. Review offers and provide input on contract awards, in compliance with the WHO standards, policies and procedures.

4. Track and updated the suppliers’ database, prepare suppliers' performance evaluations, identify and take appropriate action regarding suppliers who repeatedly fail to comply with the terms and conditions of their contracts.

5. Draft audit responses, review and follow- up on any outstanding audit recommendations related to the procurement of goods or services.

6. Work closely with the Global Service Center (GSC), Regional Office and HQ Procurement Teams to follow up on shipments and provide updates on delivery status or delays; resolve any outstanding issues.

7. Provide notice of shipment to consignees; prepare claims for lost, damaged or incorrect shipments and assist in obtaining settlements as necessary; coordinate the resolution of claim issues with suppliers concerning their non-compliance with contractual terms and conditions.

8. Set up and maintain an appropriate documentation and archiving system to allow easy retrieval and use of purchase authorization/purchase orders and reports received.

9. Perform any other related incident-specific duties, as required by the functional supervisor.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

A first university degree business or public administration, procurement, logistics or a field related to purchasing, from a recognized university.

Required experience:

60 Months

Experience remark:

At least five years of progressively responsible experience in procurement operations and/or contract management preferably with international organizations. An advanced degree in a related field can be considered as a substitute for one year of working experience.

Language skills:

• English(Mandatory), Level - Working Knowledge

Area of expertise:

Other development programme/project experience, Procurement and contracting, Other business related experience

Area of expertise details:

• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines

Driving license:

No

Competencies values:

Adaptability and Flexibility, Commitment and Motivation, Integrity, Planning and Organizing, Professionalism, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections

of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink.

Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at

https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to

apply.

Application deadline: 15 December 2020