Procurement Assistant

Contract

This is a No grade contract. More about No grade contracts.

Objective of the programme

The objective of the programme is to deliver WHO Core functions at country level with a particular focus on the Organization’s directing and coordinating role for international health as expressed in the Constitution. The immediate objective is to develop and sustain WHO as a flexible, learning Organization, enabling it to carry out its mandate more efficiently and effectively.

This individual will support the programme of WHO Bangladesh with focus on Cox’s Bazar Emergency Sub-office (CXB WESO) by providing procurement and logistics services.

Description of duties:

Under the guidance of AO-BAN and the direct supervision of the respective Technical Officer, the incumbent performs the following duties:

1. Work under supervision of the Administrative and Finance Officer (AFO) Cox’s Bazar Emergency Sub-office (CXB WESO) and close collaboration of Procurement Team of WHO Bangladesh Quarters to support in processing and managing all procurement requirements for goods and services of CXB WESO as well as other projects of WHO Bangladesh in a timely and efficient manner.

2. Assist in drafting bidding documents such as Invitation to Tender, Request for Quotations, Request for Proposals and Expression of Interests ensuring the compliance requirements of WHO.

3. Support to organize meetings and documentation for Local Contract Review Committee (LCRC)/Country based Contract Review Committee (CCRC) of CXB WESO)/WCO BAN with assimilation and accumulation of related procurement background, evaluation and outcome of the procurement processes for recommendation of LCRC/CCRC and approval of Heads of Offices.

4. Support in bid evaluation, price comparison and review process for supplier selection for Cox’s Bazar Emergency Sub-office (CXB WESO) and other projects of WCO BAN.

5. Perform Order Administrator function and responsibility in the Global Management System (GSM) of WHO which involves creation of Purchase Requisitions, reviewing and converting Request for Pricing Estimates (RPEs).

6. Support to maintain coordination with all Technical Units and Administrative Units of CXB WESO and WCO BAN in providing necessary procurement support with relevant procurement updates and shipment delivery status etc.

7. Support to maintain communication and liaison with internal and external stakeholders including Regional Procurement Office, Global Service Centre (GSC), WHO Technical Officers and other contractual partners such as C&F agents, related Government officials on procurement and logistics tasks of CXB WESO and other projects and updating status.

8. Ensure correctness with verification, certification and processing invoices of goods and services delivered to CXB WESO and other projects through WHO payment system.

9. Support to sourcing and updating vendor database of CXB WESO)/WCO BAN, as and when necessary.

10. When necessary, prepare clearance authorization documents for importation and export of project consignments and arrange transportation ensuring cold chain requirements where applicable.

11. Support to maintain procurement and shipment database and related information including e-repository of relevant procurement documents, manual filing of procurement documents where necessary.

12. Reviews obligating documents, checks them for completeness, and follows on missing information, ensures timely liquidation of obligations, undertakes reconciliation and prepares periodic reports, as required.

13 Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

14. Perform other related duties and replace colleagues, as assigned by supervisor.

Required Qualifications:

Education:

Essential: Bachelor’s Degree from any recognized University. Foundation Training in Procurement and or Logistics from any recognized competent Institutes/Organizations.

Desirable: Master’s degree in Administration, Management, Economics, Pharmacy, Procurement/Logistics, Engineering or other relevant areas. Successfully completed CIPS Level-2 (Introductory Certificate in Public Procurement/ Certificate in Procurement & Supply Operations) from Chartered Institute of Purchasing and Supply.

Experience:

Essential: Minimum of 3 years relevant work experience.

Desirable:

• Experience in conducting procurement activities to support implementation of programme activities in UN agency, International Organization, NGO, Multinational Company, Bank etc.
• Experience in Oracle-based or other ERP system would be an added advantage.

Additional Functional Knowledge and Skills:

• Ability to carry out a wide variety of tasks
• Ability to take notes and prepare draft documents/correspondence
• Knowledge of public health system and services in Bangladesh
• Organizational skills: deadline compliance, proactive action
• He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Competencies:

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

Languages:

Excellent knowledge of spoken and written English.

Computer Literacy:

• Proficiency in MS Office software (i.e. word processing, excel, outlook, power point, access etc.)
• Experience in GSM / Oracle-based or other ERP system is desirable

Duty Station:

Anywhere in Bangladesh

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 61,851.00 (SSA – 5, Step I) (non-negotiable)
• Health Insurance; Accident and illness insurance;
• Annual Leave (18 days per year); Sick leave (12 days per year)
• Applicable holidays as per WHO rules

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 or a presentation using computer followed by an interview will be held only for qualifying candidates. •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 availability of fund and performance. •For information on WHO's operations please visit: http://www.who.int. •WHO is committed to workforce diversity. •WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice. •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. •This vacancy is open to Bangladeshi Nationals (all genders) only.

•Qualified female candidates are encouraged to apply.

•Any attempt to unduly influence on WHO’s selection process will lead to automatic disqualification of the applicant.