Assistant Procurement

Job Advertisement

Position Title: Assistant Procurement
Location: Moroni
Country: Comoros
Deadline Date:

Job Details

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established in 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. With a workforce of over 7,000 employees, WHO operates in more than 150 countries, working to improve health systems, combat diseases, and respond to health emergencies.

Job Overview:
The Assistant Procurement position is designed to support the country office in managing procurement transactions within the Global Management System (GSM). The role involves assisting in the preparation of procurement forecasts based on the office's supply plan, implementing procurement activities, and participating in meetings with suppliers. The Assistant will also be responsible for drafting tender documents, publishing calls for tenders, and managing supplier correspondence. This position requires a strong understanding of procurement processes and the ability to maintain accurate records of all purchases. The Assistant will also assist in the evaluation of service requests and ensure compliance with WHO policies and procedures.

Duties and Responsibilities:

• Assist the country office in developing procurement forecasts based on the supply plan.
• Support the implementation of procurement activities and represent the supervisor in meetings with suppliers.
• Prepare tender documents for goods and services in collaboration with relevant technical units.
• Publish calls for tenders and liaise with suppliers for restricted tenders.
• Initiate correspondence with suppliers post-selection, including both selected and non-selected vendors.
• Process price estimate requests for non-catalogue items and assist managers in the GSM process.
• Initiate requisitions in the GSM and track all submitted and approved requisitions.
• Review transactions and requisitions in the GSM as required.
• Update procurement requests for goods and services and ensure supplier lists are created in the system. 1
• Assist in the justification for accepting offers that are not the most economical. 1
• Support managers in evaluating external service requests based on WHO policies. 1
• Acknowledge receipt of goods and services in the GSM. 1
• Follow up with the Finance Unit for supplier invoice payments. 1
• Maintain accurate records and archives of all office purchases. 1
• Manage the supplier creation process and conduct quarterly and annual evaluations of suppliers. 1
• Produce quarterly statistics on office purchases and an annual report on procurement activities. 1
• Serve as backup for other team members in similar or different positions within the office.

Required Qualifications:
Education: Essential - Secondary school diploma followed by training in Administration and Management. Desirable - Bac 2 in Administration and Management. Experience: Essential - At least 10 years of experience in a recognized public or private institution. Desirable - Experience in administrative support roles or procurement monitoring within WHO or another UN agency is an asset. Familiarity with Oracle-based systems or similar ERP systems is also advantageous. Skills: Strong understanding of WHO rules, regulations, and procedures, particularly in recruitment. Proficiency in computer skills, especially MS Word and MS Excel, and competence in the GSM environment and report generation. Ability to establish and maintain good relationships with individuals from diverse nationalities at various levels.

Educational Background:
The position requires a secondary school diploma with additional training in Administration and Management. A Bac 2 in Administration and Management is desirable, indicating a higher level of education and specialization in relevant fields.

Experience:
Candidates must have a minimum of 10 years of experience in a recognized public or private institution. Experience in administrative support or procurement roles within WHO or other UN agencies is preferred. Familiarity with Oracle or similar ERP systems is considered an asset, indicating a need for candidates who are comfortable with technology and procurement processes.

Languages:
Essential: Expert knowledge of French is required. Desirable: Basic knowledge of English is beneficial, indicating that while fluency in French is crucial, some understanding of English can enhance communication within the organization.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at KMF 7,879,000, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. This vacancy may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. Candidates must provide scanned copies of required degrees and certificates in advance of an interview. WHO emphasizes diversity and inclusion in its hiring practices and encourages applications from women, persons with disabilities, and nationals of underrepresented member states. The organization has a smoke-free environment and does not recruit smokers or tobacco users. The successful candidate must confirm vaccination status as required by WHO before starting the assignment.