Assistant aux Achats et à l'Approvisionnement

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Position Title: Assistant aux Achats et à l'Approvisionnement
Location: Lomé
Country: Togo
Deadline Date: Not specified

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 over 7,000 employees in more than 150 countries, WHO works in various areas including disease prevention, health systems strengthening, and emergency response. The organization operates globally, focusing on improving health outcomes and ensuring equitable access to healthcare services.

Job Overview:
The Assistant aux Achats et à l'Approvisionnement plays a crucial role in supporting the procurement and supply chain management within the WHO framework. This position involves assisting the country office in preparing procurement plans, implementing procurement activities in compliance with established rules and procedures, and developing tender documents in collaboration with relevant technical units. The assistant will also be responsible for managing supplier communications, processing requisitions, and maintaining accurate records of procurement activities. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure efficient procurement processes.

Duties and Responsibilities:

• Assist the country office in preparing procurement plans and implementing procurement activities in accordance with WHO policies.
• Develop tender documents and specifications in collaboration with technical units based on program needs.
• Publish tenders and communicate with suppliers for restricted tenders.
• Initiate correspondence with suppliers post-selection, including both selected and non-selected vendors.
• Process price estimates for non-catalogue items when requested prices are unavailable.
• Initiate requisitions in the GSM and BMS systems and update procurement requests for goods and services.
• Conduct regular briefings for local procurement committee members and staff on procurement procedures.
• Acknowledge receipt of payments for goods and services in the GSM.
• Follow up with the finance unit for supplier invoice payments. 1
• Maintain an updated supplier database and manage the supplier creation process, including quarterly and annual evaluations. 1
• Produce quarterly statistics on procurement activities and an annual report on procurement of goods and services. 1
• Maintain organized records of all procurement activities. 1
• Provide support in resolving problematic requisitions. 1
• Perform any other tasks assigned within the scope of competence.

Required Qualifications:
Essential: Secondary education followed by training in administration and management. Desirable: A diploma in Administration and Management (Bac +2) is preferred. Candidates should demonstrate proficiency in modern office technology and be able to update their skills through internal courses or self-training. Strong organizational and analytical skills are essential, along with the ability to work independently and maintain healthy working relationships with diverse individuals.

Educational Background:
Candidates must possess at least a secondary school diploma, with additional training in administration and management being essential. A higher qualification such as a Bac +2 in Administration and Management is desirable, indicating a deeper understanding of the field and enhancing the candidate's suitability for the role.

Experience:
Candidates should have a minimum of 8 years of experience in a recognized public or private institution. Experience in procurement and supply chain management within UN agencies is highly desirable. Familiarity with Oracle-based systems or similar ERP systems is an asset, indicating the candidate's ability to navigate complex procurement processes effectively.

Languages:
Essential: Expert knowledge of French is required for effective communication. Desirable: Intermediate knowledge of English is beneficial, allowing for broader communication within the organization and with international stakeholders.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at XOF 11,715,000, subject to mandatory deductions for pension contributions and health insurance. The role includes 30 days of annual leave. The vacancy notice may be used to fill other similar positions at the same grade level. Only 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 educational qualifications upon being shortlisted. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization adheres to the highest ethical standards and has a zero-tolerance policy towards misconduct. The successful candidate will be required to confirm vaccination status as per WHO requirements before commencing employment.