Procurement Clerk (Special Service Agreement at G-5)

Contract

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

.

* Purpose of the Position

Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related procurement support and services transactions in GSM to both managers and staff members to perform GSM transactions in accordance with WHO rules, regulations and policies

2.Job Description

* Objectives of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

* Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)

Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.

WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established procurement procedures, practices and standards, guidelines for briefing/informing staff members. The incumbent is expected to apply the above to financial transactions.

* Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

Under the general supervision of the National Procurement officer and general guidance of the Operations Officer, the incumbent performs the following functions:

• Receives and reviews purchase requests for goods and services from Requestors (in Technical Units) for clarity, compliance, detail, completeness, and obtains additional information considered necessary;

• Compiles lists of sources of procurement (supplier database), to request for quotations and proposals for bids and liaises with potential suppliers;

• Reviews and performs analysis of responses from suppliers as required by WHO rules. Compiles and analyzes information contained in quotations or proposals to select the most competitive supplier;

• Prices Requests for Price Estimate (RPE) when using the Procurement Module of Global Management System;

• Tracks the status of requisitions and updates procurement tracker;

• Responses to Requestors and Suppliers enquiries about status of orders, charges and cancellations;

• Maintain the required stockpiles of essential incident management equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.

• Liaises with counterparts in the Regional Office, at HQ/Geneva and brings any problem that might need the support of the Global Service Center (GSC);

• Liaise with the receiving unit and coordinate the completion of the supplier performance evaluation and upload it in the PO ECM;

• Ensure accuracy of entries by checking information registered in the CSU Fixed Assets Register; Administrate the sale of Assets that are no longer in use in accordance with the approval of the WR.

• Supervise periodic physical verification (at least once every biennium) of all WHO Assets and reconcile them against the Fixed Asset register. Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed off).

• Coordinate the transfer of assets from person-to-person or unit-to-unit and ensure that this is reflected in the central fixed assets

• Supervise the process of disposal of obsolete assets and ensure that assets are disposed off in the best interest of the Organization and that records are updated in the Fixed Asset Register.

* Difficulty, Sensitivity, Nature and Importance of Work Relations

With whom (indicate title only) and for what purpose does the job require contacts?

Title of person contacted Subject and purpose of

contact

Within unit/division Procurement Officer, Operations Officer

To cover the end to end process

To get guidance and/or support

Within Organization at duty station Team members from the CSU, Managers and staff members

To cover the end to end process

To get guidance and/or support

Within Organization outside duty station Procurement Officers and Procurement Assistants from AFRO and ISUs; GHR To interact on administration of GSM transactions

Outside the Organization Service Providers

Respond to queries

3. Recruitment Profile

Competencies : Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

*1. Communicating in a credible and effective way

*2. Producing results

*3. Fosters integration and team work

4. Moving forward in a changing environment

Functional Knowledge and Skills:-

*Describe the essential knowledge and the skills specific to the position.

Ability to identify various categories of supplies and equipment to facilitate procurement.

Ability to acquire (and apply) a sound knowledge of policies, practices and procedures connected with assigned duties;

Ability to work with minimum supervision;

Ability to use systems pertaining to the treatment and processing of procurement such as the WHO Global Management System (GSM).

Ability to use standard Office software such as Word, Excel and PowerPoint.

Educational Qualifications;

Essential:- Completion of secondary education or equivalent. Additional training in business administration and management procedures.

Desirable:- Training in Procurement and Supply management in WHO or UN system will be an advantage. Higher education an asset.

Experience;

Essential:- At least 10 years' experience in general Procurement and Supply work. Some experience

Desirable:- Experience in of purchasing in an ERP such as Oracle e-business environment will be an asset; Import and Export Business such as customs clearing and forwarding ; other areas such as Administration, Program Management, would be an asset.

Languages: English language for written and oral communication

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.

Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.