Senior Procurement Assistant
OBJECTIVES OF THE PROGRAMMEThe Division of General Management of the WHO Regional Office for the Eastern Mediterranean provides support to various programmes and activities in the region including procurement of goods and services, administrative services, HR management and budget and finance.Procurement of goods and services entails timely and cost effective provision of medical and non-medical supplies, equipment and services for the implementation of the EMR countries' health collaborative programmes as well as emergency operations resulted from epidemic, man-made and/or natural disasters.
DESCRIPTION OF DUTIES
Under the direct supervision of the Procurement Officer and the overall guidance of Director, Administration and Finance, the incumbent is responsible to timely process and handling procurement and contractual aspects for medicines, vaccines, medical supplies and consumables.
The incumbent will perform the following duties \:
- Identify the proper procurement method and potential suppliers.
Issue offer solicitation.
- Communicate and negotiate with suppliers when needed.
- Evaluate and analyze the received offers and recommend the awarded suppliers.
- Ensure obtaining technical clearance when needed.
- Prepare Adjudication Report/CRC Memo for Procurement Officer and RSO review and approval.
- Create and process POs for all Regional and Global non-catalogue requisitions and ensure accuracy of PO information.
- Monitor the submitted Requisitions in coordination with requestors as well as the issued POs at all stages in coordination with LSP/Shipping.
- Evaluate suppliers' performance for procurement officer review and approval.
Procurement forecasting for budgetary purpose\:
Provide Technical Units/Country Offices with the estimate cost of needed supplies and shipping using data extracted from previous records, GSM POs, WHO catalogue, other United Nations catalogues and the international manufacturers web sites.
Long Term Agreement/Regional Catalogue
Establish and manage the regional catalogue/Log Term Agreement for medicines, hospital supplies and vaccines with the guidance of the Procurement Officer.
Requests for Price Estimates (for Standard, Emergency and Reimbursable procurements)
The incumbent is responsible to\:
- Scrutinize the submitted RPE lines from Regional Office and Country Offices to verifying conformity of the specification.
- Identify RPE lines that will be handled at Regional Level and RPE lines that will be handled by GPL for Procurement Officer for necessary action.
- Facilitate communication between GPL buyers and end-users in order to ensure timely pricing of RPE lines.
- Price the RPE lines in GSM through bidding process by providing all necessary information and upload documents in RMS.
- Prepare the cost estimate/proforma invoice for RPE lines submitted for reimbursable procurement.
Evaluate and process Country Offices' Local Procurements
As a part of the Regional Office monitoring of Country Offices' local procurements, the incumbent is responsible to\:
- Evaluate all procurement requisitions submitted by Country Offices in terms of compliance with WHO procurement rules and regulation as well as quality check according to EMRO internal control measures.
- Ensure that the prices are reasonable and that technical/admin clearances are obtained.
- Identify deviation from WHO rules and provides RSO with comments/recommendation for necessary action.
- Create and process local POs for all Country Offices and verify correctness of specifications and POs' terms & conditions.
Procurement Training to WHO staff
To provide WHO users in RO and Country Offices with guidance, training on procurement procedures as well as GSM process and provide training for newly recruited staff in the unit.
Procurement of medicines if requested by Global Procurement and Logistic Unit (GPL) and agreed by procurement officer
- Process procurement of medicines for EMRO region as well as other regions when necessary and practicable.
- Coordinate, backup and assist in Global Procurement of Medicines and vaccines.
- Process and quality check different procurement requests for medicines in an accurate and timely manner and till safe receipt of medicines.
- Provide guidance and advice to procurement staff in country offices, regarding GSM all related steps.
- Communicate where necessary with RO/Technical Units, Country Offices and HQ Technical Units.
- Facilitate GSC procurement communication with RO/COs as well as with suppliers when more clarifications are needed.
- Follow up with LSP Shipping/GSC Shipping Team for shipping and logistics matters.
- Coordinate through procurement officer with GPL, EHA, HQ Technical Units, etc.., in regard to some projects, crisis, analysis of some batches, requests by countries for specific medicines, etcâ¦
- Continuous update of the suppliers' database.
- Generate and analyze procurement reports for COs/RO for medicines, vaccines, medical supplies and consumables and provide recommendations for Procurement Officer on best use of resources and better planning for procurement transactions.
Achievement Activities Include\:
--> Timely processing of goods requests.
--> Effective monitoring, analysis of various transactions and reliable procurement reporting.
--> Continuous guidance and support to staff in different budget centers to increase the quality of submitted requisitions.
--> Identify sources of supply for various commodities.
EducationEssential\: Completion of secondary education.
Desirable\: University degree in Pharmacy.
- At least ten years' experience in procurement and servicing of medicines and medical supplies out of which at least six years in UN and multinational organizations
- Extensive experience in the practical application of price/costs analysis techniques and processes.
Desirable\: Very good experience in medical background;.
- Ability to work independently, manage and prioritize in difficult and complex situations and especially under pressure situation.
- Proven problem solving and analytical capacity and strong attention to details.
- Ability to work closely in harmony with colleagues and staff at all levels.
- Demonstrated ability to document and communicate, in both verbal and written form, to various levels in the organization including senior management.
- Good negotiation and supplier/customer relationship management skills.
- Thorough knowledge in medicines and medical supply operations.
- Excellent knowledge and experience of procurement procedures of WHO or other Un-system organization; technical knowledge of types of supplies and goods purchased by WHO for headquarters, regional offices and field projects.
- A sound knowledge of best practices of procurement and guidelines provided by UN or leading procurement entities.
WHO global Competencies model at
Use of Language SkillsEssential\: Expert knowledge of English.
Desirable\: Expert knowledge of French.
REMUNERATIONWHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at EGP 283,420 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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.
- 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/. Some professional certificates may not appear in the WHED and will require individual review.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- For information on WHO's operations please visit\: http\://www.who.int.
- WHO is committed to workforce diversity.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.