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Procurement Specialist, Revolving Fund

Washington D.C.

  • Organization: WHO - World Health Organization
  • Location: Washington D.C.
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Procurement
    • Procurement and Supply Management
  • Closing Date: Closed

OBJECTIVE OF THE OFFICE/DEPARTMENT
This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
 
The Area of Procurement and Supply Management (PRO), processes a wide range of procurement and contracting actions in support of health-related activities and administrative support requirements for Country Offices, Centers and Headquarters Offices.  PRO also processes procurement actions in support of PAHO/WHO Regional Offices.
 
DESCRIPTION OF DUTIES
Under the general supervision of the Director, Procurement and Supply Management (PRO), and the direct supervision of the Procurement Advisor, Revolving Fund (PRO/SF), the incumbent is responsible for, but not necessarily limited to the following assigned duties\:
  1. Assist in the process of procurement sourcing for vaccines, syringes, immunoglobulin and cold chain equipment from qualified sources, in accordance with procurement guidelines, ensuring best value for money for the Organization;
  2. Establish Long Term Agreements (LTAs) with suppliers for vaccines, syringes, immunoglobulin and cold chain equipment; issue complex bidding processes;
  3. Process the purchase of a variety of commodities for the Organization; analyze purchase authorizations for adequacy of specifications and other requirements; work with domestic and international vendors to provide overall order fulfillment; negotiate and analyze costs; select or recommend sources of supply, as necessary, to ensure effective competition;
  4. Determine whether procurement will be by selective or competitive negotiation for procurement under level of Delegation of Authority (DOA);
  5. Solicit bids or quotations; analyze them for conformity to specified requirements and for price, delivery and other considerations such as warranty, maintenance, compatibility, etc.; negotiate with suppliers and award contracts based on considerations of all factors;
  6. Prepare price estimates to provide price and availability information on products and services;
  7. Assert the method of shipment, indicating the correct condition of shipment for the items – hazardous, etc., ensuring acceptance by consignee; report on shipping cost;
  8. Prepare and issue purchase orders, contracts and amendments; ensure inclusion of complete and accurate specifications, terms and conditions;
  9. Monitor supplier’s performance and market developments;
  10. Maintain up to date the procurement file with all information related to the pre-award activities;
  11. Prepare justification and analysis reports for procurement over delegation of authority to be submitted to the Contract Review Committee (CRC) for approval;
  12. Contact and interview vendors to obtain product price and availability information to facilitate identification and selection of suppliers and evaluation of specifications; provide technical advice to requisitioners regarding appropriate products, substitutes or alternatives; keep informed of new products and market conditions, etc.;
  13. Assist in the planning, coordination and implementation of any special procurement program assigned to the Team;
  14. Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes;
  15. Represent PRO in meetings with internal and/or external stakeholders;
  16. Track performance of the assigned commodities in order to maintain high customer satisfaction, and take corrective actions in coordination with the supervisor when required;
  17. Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
 
Education\:
Essential\: A bachelor’s degree in pharmacy or a related science from a recognized university.
 
Desirable\: Certification in procurement would be an asset.
 
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/.  PAHO will also use the databases of the Council for Higher Education Accreditation http\://www.chea.org/search/default.asp and College Navigator, found on the website of the National Centre for Educational Statistics, https\://nces.ed.gov/collegenavigator to support the validation process.
 
Experience\:
Essential\: Five years of combined national and international progressively more responsible experience in procurement or supply of goods in either the private or public sector.
 
Desirable\: Experience in automated systems such as e-procurement software or/and ERP systems would be an asset.
 
SKILLS\:
PAHO Competencies\:
  • Intrainstitutional Action\: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization.
  • Teamwork\: Promotes team work and leads one's area to finish tasks and accept responsibility. Creates a positive environment within the area of work. Makes everyone feel like they are part of the team as well as welcomes and appreciates everyone's ideas and suggestions.  Able to see the positive aspects of working as a team, shares the team's enthusiasm for achieving mutual goals.
  • Accountability\: Accurately and objectively provides information, as required, on one’s activities. Prepares accurate and objective reports on one’s activities and partial/final results.  Can account for each of the specific tasks of one’s work.
  • Knowledge Management\: Shares knowledge and information appropriately and participates in activities to facilitate sharing.  Develops tools and protocols for creation, integration and dissemination of knowledge. Researches opportunities, methods and approaches for delivering value through improved knowledge. 
  • Devising the budget for interventions and cost optimization\: Identifies the means of and achieves optimization of budget; demonstrates the ability to use resources according to the principles and values of institutional ethics.  Distributes resources to projects and activities that are the most needed for the Organization.
  • Service Orientation\: Corrects the client's problems promptly and without confrontation. Is helpful when client (internal or external clients) is going through a critical period.
Technical Expertise\:
  • Thorough theoretical and practical knowledge of purchasing policies, practices and procedures, standard contracting terms and conditions; ability to analyze and clarify specifications to solicit and evaluate bids and offers; ability to perform market research and source products;
  • Strong analytical skills in the review of contractual arrangements combined with excellent negotiation skills;
  • Ability to establish and maintain collaborative relationships within and outside the Organization to support the procurement requirements of the Organization’s programs;
  • Ability to manage multiple issues and tasks in a complex organizational environment to re-prioritize actions on short notice;
  • Strong professional oral and writing skills including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.
Languages\:
Very good knowledge of English or Spanish with working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
 
IT Skills\:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to procurement suite, logistics, and/or administrative operations.  Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
 
REMUNERATION
Annual Salary\: (Net of taxes)
US $ 46,472.00
 
Post Adjustment\: 47.1% of the above figure(s).  This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
 
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 may be used as a form of screening.
 
Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.
 
For information on PAHO please visit\: http\://www.paho.org
 
PAHO/WHO is committed to workforce diversity.
 
PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
 
PAHO/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).  Other benefits include\:  30 days annual leave, dependency benefits, pension plan and health insurance scheme.  Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.
 
Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
 
All applicants are required to complete an on-line profile to be considered for this post.
 
Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post.  The post description is the official documentation for organization purposes.
This vacancy is now closed.
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