Procurement Systems Specialist

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 98,139 USD and 133,297 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.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Department of Procurement and Supply Management (PRO) provides technical, managerial and strategic guidance for the purchasing and contracting actions of PAHO Headquarters, Country Offices, and Centers. PRO is responsible for sourcing, vendor relationship management, and procure-to-pay cycle of the Pan American Health Organization/World Health Organization Regional Office of The Americas (PAHO/WHO). PRO also develops and oversees implementation of the Organization’s procurement policies and

procedures in order to promote the effective use of the Organization’s resources ensuring transparent, ethical and cost-effective procurement in compliance with PAHO’s rules and regulations.

DESCRIPTION OF DUTIES

Under the general supervision of the Director, Procurement and Supply Management (PRO), and the direct supervision of the Specialist, Procurement Operational Excellence & Compliance (PRO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Monitor, respond and provide feedback related to on-going systems related activities; identify issues and coordinate solutions, including:
   • Communicate with the Organization’s procurement systems provider, ITS, and with consultants, etc., regarding the analysis and modifications to all systems in use, including interfaces and other joint systems; provide information/analysis to ITS or any other relevant team, for any issues affecting the Procurement and Supply Management Department (PRO);
   • Review all procurement-related systems modifications requested; analyze and research system requirements; provide input to clarify PAHO procurement policies, as they apply to the systems; participate in discussions with PRO personnel and take the actions necessary to provide complementary information for the proper programming of system modifications;
   • Monitor to ensure the satisfactory and timely completion of tasks assigned to internal or external responsible parties; resolve performance issues with ITS and other relevant partners;
   • Receive and evaluate proposals from users, both from Country Offices and/or Technical/Admin Units in HQ, for system enhancement changes; provide recommendations to immediate Supervisor and PRO Department Director on the feasibility and cost effectiveness of such enhancements;
   • Provide support to test all ERP program enhancements received from ITS and Workday to validate their acceptance before they are provided to PRO Director for clearance; provide input on tested programs for use in production; monitor the successful transfer of the new programs to the production environment; assist in ensuring that the acceptance testing by the appropriate units is completed and well documented;
   • Assist in the preparation of documentation for review sessions with ITS on the progress of work with regards to the Organization’s key procurement-related systems; provide reports on these sessions to relevant staff as appropriate;
2. Research and assist in all Artificial Intelligence initiatives from PAHO and the Procurement Network from the UN systems;
3. Research and assist in the following new potential Workday Modules or in other platforms: Contract Management, Vendor Performance and E-Sourcing;
4. Research and assist in the sourcing of new Risk management platforms;
5. Research and assist in the sourcing of Sustainability tracking platforms for Suppliers;
6. Coordinate all communications programs for PRO engaging social media such as Linkedin, Newsletter and Internet pages;
7. Keep up to date content in the PRO Intranet;
8. Assist in the analysis of business practices and procedures, as requested; identify and recommend changes, in coordination with ITS, PRO staff or other working groups, to business practices or systems that will result in increased efficiency and accuracy of processing data and streamline processes; prepare detailed analysis reports and metrics data;
9. Review and test new Robotic Process Automation (RPA) developments; and provide suggestions and support new improvements;
10. Review and provide support in any procurement platform in SharePoint or any similar technology;
11. Provide first-line support to PRO teams on day-to-day systems related issues and all the specific elements of the annual and biennial closure in coordination with the appropriate entities; ensure that these programs work correctly in accordance with established policies/requirements; test and review the programs as often as required to ensure that modifications placed into existing system throughout the year have not impacted the day-to-day work;
12. Research problems thoroughly; identify the range of probable causes and suggest and test solutions;
13. Assist in the design and provide training courses in procurement-system procedures and functionality; prepare written materials and conduct training, either in small groups or individually for users in HQ or Country Offices/Centers;
14. Provide back up support when needed;
15. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: A bachelor's degree in information systems, computer science, procurement/supply management, business administration or any other field related to the functions of the post, from a recognized university.

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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/search/default.asp and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience****:

Essential: Five years of combined national and international work experience in administrative, procurement or financial systems in the private or public sector.

SKILLS****:

PAHO Competencies:

• Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
• Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
• Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
• Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
• Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
• Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.
• Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

• Excellent knowledge of standard procurement information systems.
• Proven ability to apply procurement theory and principles to information systems to ensure the correct application of the theory and principles.
• Excellent knowledge and skills working with databases (e.g. Access, SQL, desktop, project manager, etc.,) and other software to design front-end tools (Excel, PowerBi, SharePoint, Tableau).
• Thorough understanding of Enterprise Resource Planning (ERP) systems, as well as procurement, and other administrative business processes.
• Ability to establish training programs and prepare training materials.
• Strong professional oral and writing skills, including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.

Languages:

Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively utilize software programs such as Microsoft Office Word, Excel, PowerPoint, Access, Outlook, MS Project, and Visio. Other IT skills and knowledge of automated systems and computers particularly with regard to administrative operations (procurement, finance) and other software programs such as SQL Reporting Services, Monarch, Microsoft SharePoint and Microsoft Project would be an asset.

REMUNERATION

Monthly Salary****: (Net of taxes)

USD$ 4,104.50 (Salary non-negotiable)

Post Adjustment****:

USD$ 2,622.78-This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

• This vacancy notice may be used to identify candidates to fill other similar short-term professional positions, at the same grade level.
• Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.
• The post description is the official documentation for organization purposes.
• Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.
• For information on PAHO please visit: http://www.paho.org
• PAHO/WHO is committed to workforce diversity.
• PAHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.
• PAHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.
• PAHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.
• PAHO/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 encouraged.
• All applicants are required to complete an on-line profile to be considered for this post.