Senior Procurement Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

OBJECTIVES OF THE PROGRAMME

The Division of Business Operations of the WHO Regional Office for the Eastern Mediterranean provides support to various programmes and activities in the region including procurement of goods and services, administrative services, HR management and budget and finance. Procurement of goods and services entails timely and cost effective provision of medical and non-medical supplies, equipment andservices for the implementation of the EMR countries' health collaborative programmes as well as emergency operations resulted from epidemic, man-madeand/or natural disasters. The procurement and supply services unit (PSS) is responsible for procurement and delivery of supplies and services essentially needed for the implementation of WHO collaborative programme activities. Using mechanisms suchas umbrella agreements and electronic commerce, the unit ensures promotion ofmore autonomous methods of purchasing in order to provide continuous support for programme delivery in a rational and sustainable manner

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:

Bidding process

1. Identify the proper procurement method and potential suppliers
2. Issue offer solicitations, Communicate and negotiate with suppliers when needed.
3. Evaluate and analyze the received offers andrecommend the awarded suppliers.
4. Prepare adjudication report / RCRC memo for Goods Procurement Officer and Regional Supply Officer review and approval.
5. Create and process Purchase Orders (POs) for all Regional and Global non-catalogue requisitions and ensure accuracy of PO.
6. Monitor the submitted requisitions as well as issued POs at all stages in coordination with the concerned Procurement Assistant .
7. Evaluate suppliers' performance for procurement officer reviewand approval.

Procurement forecasting for budgetary purpose ProvideTechnical Units and Country Offices with the estimate cost of neededsupplies and shipping using data extracted from previous records, GSM POs, WHO catalogue, other United Nations catalogues and the manufacturers web sites.

Long Term Agreement/ Regional catalogue Establish and manage the regional Catalogue / Long Term Agreement for laboratory andhospital supplies and equipment, construction and office supplies with theguidance of the Goods Procurement Officer.

Requests for Price Estimates (for Standard, Emergency and Reimbursable procurements)

1. Scrutinize submitted RPE lines from Regional Office and Country Offices to verifying conformity of the specification.
2. In coordination with the Goods Procurement Officer, identifying RPE lines that will be handled atregional level and RPE lines that will handled by GPL.
3. Conducting the biddingprocess and price the RPE lines in GSM.
4. Facilitate communication between GPL Buyers and end users to ensure timely pricing of RPE lines.
5. Prepares the cost estimate/ pro-forma invoice for RPE lines submitted for reimbursable procurement.

Evaluate and process Country Offices' local procurement As a part of the Regional Office monitoring of Country Offices local procurement, thei ncumbent is responsible to :

1. Evaluate procurement requisitions below $50,000 submitted by Country Offices to ensure compliance with WHO procurementrules and regulation as well as quality check according to EMRO internal control measures.
2. Ensure that the prices are reasonable and that technical/admin clearances are obtained.
3. Identify deviation from WHO rules and provides Goods Procurement Officer with comments/recommendation for necessary action.
4. Create and process localPOs for all Country Offices and verify correctness of information in the POs.

Other duties

1. Communicate where necessary with RO/Technical Units, Country Offices and HQ Technical Units
2. Update suppliers' database on regular basis.
3. Participate in the training, guidance and support of RO and country office staff on goods procurement. as well as GSM process.
4. Communicate where necessary with RO/Technical Units, Country Offices and HQ Technical Units.
5. Facilitate GSC procurement communication with RO/COs as well as with suppliers when more clarifications are needed.
6. Follow-up with the Shipping Team on shipping and logistics matters.
7. Supervise the work of the assigned procurement Assistant.
8. Coordinate through procurement officer with GPL, WHE, Technical Units, …etc.
9. Continuous update of the suppliers' performance and supplier' database.
10. Generate and analyze procurement reports for COs/RO and provide recommendations for Procurement Officer on best use of resources and better planning for procurement transactions.
11. Coordinate and follow-up with PSS procurement assisants to ensure that all archiving and filing for the procurement documents have been uploaded in ECM and complete; and ensure that new awarded suppliers are registered correctly in the GSM system.
12. Coordinate and follow-up with PSS shipping team that all requested goods under issued POs have been delivered and all payment transactions have been affected and paid to the respective suppliers after completion of installation and training when available.
13. Coordinate and follow-up with PSS shipping and team assistants to update emergency and normal procurement follow-up sheets/reports.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary Education Desirable: University degree in Procurement, Logistics, Business Administration,Economics, Engineering, Pharmacy or related studies.

Experience

Essential: At least ten years experience in procurement and logistics field out of which three years in UN or multinational organizations. Extensive experience in the practical application of price/costs analysis techniques and processes.

Skills

• Ability to work independently, manage and prioritize in difficult and complex situations and especially under pressure situation.
• Proven problem solving and analytical capacity and strong attention to details.
• Ability to work closely in harmony with colleagues and staff at all levels.
• Demonstrated ability todocument and communicate, in both verbal and written form, to various levels inthe organization including senior management.
• Good negotiation and supplier/customer relationship management skills.
• Excellent knowledge and experience of procurement procedures of WHO or other UN-system organization; technical knowledge of types of supplies and goods purchased by WHO for headquarters, regional offices and field projects.
• Sound knowledge of best practices of procurement and guidelines provided by UN or leading procurement entities

WHO Competencies

Enhanced WHO Global Competency Model: https://www.who.int/publications/m/item/enhanced-who-global-competency-model

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Ensuring the effective use of resources

Use of Language Skills

Essential: Excellent knowledge of English. Excellent knowledge of Arabic. Desirable: Knowledge of French.

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 EGP 391,922 (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

• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: 1 -Your profile on Stellis is properly completed and updated. 2- All required details regarding your qualifications, education, training and experience are provided under relevant sections. 3- Your experience records are properly entered with elaboration on tasks performed at the time.

• Only candidates under serious consideration will be contacted.

• A written test 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

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

• WHO is committed to workforce diversity.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.