Programme Associate (Administration & Procurement)

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

To provide support in administration, procurement to WHO Country Office, Timor-Leste.

DESCRIPTION OF DUTIES

Under the overall guidance of the WHO Representative to Timor-Leste and direct supervision of the Administration Officer the incumbent will provide procurement support services offline and online to the Country Office for Timor-Leste by performing the following duties:

1. Assist the WCO in preparation of all office tender notices for goods and services and perform the function of Secretary to the LCRC to submit procurement cases for review and recommendation of the LCRC including the comparative statement, meeting minutes, notes for record, justifications for selection of suppliers, adjudication reports etc.
2. Undertake all procurement actions of the WCO and associated programmes by creating procurement requisitions for the supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM.
3. Obtain supplier data from goods and services suppliers/implementing agencies for creation of new suppliers in the GSM.
4. Modifying and updating existing supplier information in GSM.
5. Compiling all requisitions under flexible and voluntary funding sources and planning and initiating procurement services, maintaining a tracking system on the delivery status of goods and services.
6. Preparation and processing of all documents for incoming supplies (including perishable supplies, such as vaccines and laboratory reagents) and equipment for programmes and the WCO.
7. This includes preparation of customs clearance documents, dealing with clearing agents, the Customs Department and Foreign Affairs Ministry and other related government offices.
8. Ensure on demand dissemination of procurement related information/data for WCO-TLS including country specific guidelines and best practices, updated procurement policies and procedures of WHO, and Government of Timor-Leste rules/regulations which bind or influence the WCO procurement function.
9. Preparation of handover documentation for equipment and vehicles handed over to the Government and maintenance of records thereof.
10. Obtaining signed ‘receiving reports' for equipment delivered to end users.
11. Preparation, maintenance and updating of office and project inventories.
12. Processing of duty free goods from bonded stores for international staff i.e. Personal effects and Household goods shipments.
13. Represent the WCO at UN procurement meetings and attend other ad-hoc meetings relating to procurement.
14. Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
15. Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
16. Performs other duties as assigned by the supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education

Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: At least 8 years progressive experience in a responsible secretarial/clerical/administrative position in a large organization.

Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO. Ability to draft standard correspondence. Ability to handle work in a timely and accurate manner with tact and discretion, as required. Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

WHO Competencies

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

Use of Language Skills

Essential: Intermediate knowledge of English. Expert knowledge of Tetum.

Desirable: Intermediate knowledge of Portugese.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 15,884 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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 and/or an asynchronous video assessment may be used as a form of screening.
• 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO's operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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