Procurement Assistant (Addis Ababa)

Contract

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

OBJECTIVES OF THE PROGRAMME

The objectives of WHO’s WHE Programme are: to help Member States build their capacity to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to minimise the impact on the health of affected populations. WHO’s Health Emergencies Programme directs all of the Organization’s work in health emergency risk management, with an all-hazards approach comprising risk reduction, preparedness, readiness, response and early recovery activities, and with a particular emphasis on the identification and mitigation of infectious hazards and risks.

The Programme is responsible for establishing and managing WHO’s operational capacity in acute and protracted emergencies, setting overall strategy and ensuring appropriate operational planning, managing field operations, developing and ensuring adherence to technical standards, and ensuring risk and performance monitoring. The Programme engages in relevant partnerships and inter-agency processes, recognizing that its impact should be optimized by coordinating, leveraging and facilitating the implementation roles of other local, national and international entities and partners best positioned to deliver the relevant clinical or other public health services. WHO’s OHE Programme integrates and operates under the principles of humanity, neutrality, impartiality and independence in the serving

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Incident Management System (IMS), at the country level, the incumbent will support the procurement and delivery of supplies and services essentially needed for the efficient and speedy implementation of the WHO’s outbreaks and health emergencies programme at the country level., in full compliance with WHO rules, the Standard Operating Procedures (SOPs) and within delegation of authority.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer, the overall guidance of the Incident Manager, and within the delegated authority the incumbent will support the procurement of all necessary supplies required for managing the incident, track inventory, and liaise with logistics and HR to provide supplies and equipment to the WHO response team. The incumbent will have ongoing contacts with the respective Regional office, the Global Service Center (GSC) and HQ Procurement Team.

The incumbent 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 2 Contract Review Committee; ensuring the coherent application of WHO related rules, SOPs and consistent implementation of delegated authorities and responsibilities.

Under the direct supervision of the Team lead and the overall guidance of the Incident Manager, the

incumbent shall:

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. 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.

During deployment, the duty station may change, and duties may be modified, based upon the technical needs of the Programme.

REQUIRED QUALIFICATIONS

Education

Essential****:

Completion of secondary school education or equivalent.

Desirable****:

A professional qualification in procurement from an accredited/ recognized institute.

Experience

Essential****:

At least eight years of relevant experience in procurement and contracting operations.

Desirable:

Prior humanitarian working experience at field level, with WHO, other UN agency, health cluster partners, recognized humanitarian organizations or with an international nongovernmental organization.

Functional Knowledge and Skills

• Thorough knowledge in supply operations and procurement services
• Excellent organizational and analytical skills with the ability to coordinate activities and multitask.
• Excellent interpersonal skills with ability to negotiate with and convince officials with tact and diplomacy.

WHO Competencies

1. Producing results

2. Moving forward in a changing environment

3. Respecting and promoting individual and cultural differences

4. Teamwork

5. Communications

Use of Language Skills

Essential:

Essential: Expert knowledge of English, and local language of the specific region.

Desirable: other UN language.

Other Skills (e.g. IT Skills)

• Excellent knowledge of Microsoft Office applications.
• Good general knowledge of enterprise resource planning systems.
• Demonstrated skills in databases management and use for monitoring of procurement, inventory, and forecast needs.

ADDITIONAL INFORMATION

· Remuneration – this is a Special Service Agreement at NO-B Level for three months (3) with a monthly remuneration of $ 1,439.58.

· Only candidates under serious consideration will be contacted.

· A written test may be used as a form of screening.

· If your candidature is retained for 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.

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

· WHO is committed to workforce diversity.

· WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

· Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

· 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.