Procurement Assistant

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's primary goal is to ensure that all people can attain the highest possible level of health, which is a fundamental human right. The organization collaborates with various stakeholders, including governments, NGOs, and other UN agencies, to implement health strategies and programs that align with the health and development agendas of member states.

Job Overview:
The Procurement Assistant will play a crucial role in supporting the procurement processes for WHO's various technical and emergency programs. This position requires a keen understanding of WHO's procurement guidelines and the ability to analyze and process procurement requests efficiently. The incumbent will be responsible for ensuring that all procurement activities adhere to established standards, including the accuracy of information and the completion of necessary documentation. The role involves initiating local purchase requests, monitoring the status of these requests, and ensuring timely delivery of goods and services. The Procurement Assistant will also draft purchase order amendments, prepare requests for price estimates, and compile offers for bid invitations. This position requires strong organizational skills and the ability to work collaboratively with various stakeholders to facilitate procurement decisions and maintain an updated suppliers' database. The incumbent will also prepare periodic procurement reports and briefings for supervisory review, ensuring transparency and accountability in procurement transactions.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include:

• Analyzing and processing procurement requests for goods and services, ensuring compliance with WHO guidelines.
• Initiating local purchase requests using the GSM system for both catalogue and non-catalogue items.
• Monitoring the status of procurement requests and ensuring timely delivery of goods and services.
• Drafting amendments to purchase orders and providing justifications as needed.
• Preparing requests for price estimates for non-catalogue items and implementing procurement decisions made by technical units.
• Drafting bid invitations and related correspondence, compiling offers, and preparing bid summaries.
• Arranging meetings for the Country Procurement Committee and disseminating necessary background documents.
• Maintaining and updating the suppliers' database, including completing supplier evaluation forms.
• Preparing periodic procurement reports and briefings for supervisory review. 1
• Initiating correspondence to verify data and address queries related to procurement transactions. 1
• Performing other duties related to the area of work and providing support to colleagues as required.

Required Qualifications:
The required qualifications for the Procurement Assistant position include:

• Completion of secondary education, supplemented by training in a field related to procurement.
• Proven knowledge of procurement regulations and procedures.
• Demonstrated negotiation skills and the ability to meet deadlines.
• Strong organizational and analytical skills.
• Familiarity with WHO's procurement guidelines and processes is an asset.

Educational Background:
The educational background required for this position includes:

• Essential: Completion of secondary education.
• Desirable: A university degree in business administration, social sciences, or a related field is considered an asset.

Experience:
The level of experience needed for the Procurement Assistant position includes:

• Essential: At least five years of progressive experience in procurement.
• Desirable: Relevant experience within the UN system is preferred, as it provides familiarity with the unique procurement processes and regulations that govern UN agencies.

Languages:
The language requirements for this position are:

• Essential: Expert knowledge of English and Arabic is required.
• Desirable: A beginner's knowledge of French is considered an asset, as it may facilitate communication in multilingual environments.

Additional Notes:
Additional notes regarding the position include:

• The vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted for further steps in the recruitment process.
• A written test and/or an asynchronous video assessment may be utilized as part of the screening process.
• Candidates selected for an interview will need to provide scanned copies of their educational qualifications in advance.
• WHO only considers higher educational qualifications from accredited institutions recognized in the World Higher Education Database (WHED).
• The organization is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented member states.
• WHO has a smoke-free environment and does not recruit smokers or tobacco users.
• The position is subject to local recruitment, and candidates must be located within the local commuting area of the duty station.