Procurement Assistant II

This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Department 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.

Under the general supervision of the Procurement Specialist, Strategic Fund Management (PRO/SF), and the direct supervision of the Procurement Specialist (PRO/SF), the incumbent is responsible for, but not necessarily limited to, the following assigned duties\:

1. Process purchase orders for commodities assigned; examine and analyze adequacy of information on purchase authorizations submitted by Headquarters, Country Offices and Centers, in accordance with established procurement rules and regulations; ensure that the requests contain proper obligating authority, specifications, scope of work, quantities, method and time of delivery; clarify information and specifications with requesting office;
2. Determine if procurement will be selective or competitively negotiated; determine potential sources of supply, research technical data and price information on the Internet or other sources;
3. Draft requests for quotations or invitation for bids using standardized templates; assist in preparation of complex annual international solicitations;
4. Assist in analyzing offers for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;
5. Organize and transmit documentation to requestors related to offers, evaluation criteria, and correspondence with bidders;
6. Assist in the process of preparing draft Contract Review Committee justifications, when appropriate;
7. Maintain databases and processes procurement actions utilizing the procurement system In-tend/PMIS;
8. Organize and maintain vendor files, catalogs, technical literature and price information for ready access; assist with the established call-up system to follow up on procurement orders being held up due to inadequate funding, incomplete specifications, clarifying price quotes, pricing confirmation and the availability of goods;
9. Prepare routine correspondence and relevant administrative matters related to assigned responsibilities;
10. Perform other related duties, as assigned.

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.

Essential\: Five years of experience in administrative work related to procurement and/or contracting, or three years of administrative work related to procurement and one year of college or university level courses towards a declared major/minor in the area of, business administration/procurement/finance.

• Intrainstitutional Action\: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies.  Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the Organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
• Communication\: Establishes and proactively engages in productive dialogues in one’s work inside and outside the Organization and assists in the building of consensus. Seeks to share information with others within the Organization, both face to face and through communication and information technology systems as appropriate.
• Teamwork\: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities.  Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
• Service Orientation\: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
• Administrative support for technical cooperation interventions\: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
• Information Management\:  Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work and weighs its advantages/disadvantages.
• 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

• Ability to integrate and apply procurement operational guidelines.
• Ability to plan, organize, coordinate and carry out administrative processes such as\: budget and expenditures records, processing of supplies and equipment, preparation of reports, etc.
• Ability to apply skills in planning, organizing, problem-solving of office management processes.
• Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
• Ability to prepare working translations and write/originate routine and non-routine correspondence and reports in English and Spanish.

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook.  Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset.

This vacancy notice may be used to fill other similar positions at the same grade level.

Only candidates under serious consideration will be contacted.

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 has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO offers an attractive compensation package including an annual net salary (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.

All applicants are required to complete an on-line profile to be considered for this post. 

Administrative/support positions in Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a Permanent Resident Alien card (Green Card).

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 organizational purposes.