Senior Procurement Assistant
Kuala Lumpur (Malaysia)
OBJECTIVES OF THE PROGRAMME
The Department of Supply (SUP) aims to ensure high-quality, consistent and responsive supply services through a collaborative approach to procurement hence supporting an efficient delivery of WHO programmes. The WHO Global Service Centre (GSC) provides administrative services to all staff and all WHO Offices worldwide in respect of human resources, payroll, procurement, accounts payable and support of specific corporate IT applications. The aim of the Centre is to serve as the global processing platform for the swift and reliable delivery of a comprehensive array of products and services covering all of these fields. The Global Procurement and Logistics unit (GPL) provides order processing services to all WHO Offices worldwide in respect of procurement and logistics management of both goods and services.
DESCRIPTION OF DUTIES
The incumbent may be rotated and assigned to perform other duties within Global Procurement & Logistics (GPL) as determined by the Team Lead, GPL, including to ad hoc duties, reinforcing other Groups or replacing other staff members as required. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:
General duties and responsibilities (for all teams SUP/GPL):
- Delivers responsive services to customers and stakeholders in alignment with the GSC Service Catalogue through processing requests received in ERP workflow, assigned through other Corporate systems or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.
- Establishes and maintains good relations with suppliers, shipping brokers or agents, as well as with staff in Global Service Centre (GSC), Headquarters, regional offices or country offices and partner organizations as appropriate.
- Prioritizes and follows up closely on the pending tasks to resolve issues within response times set out in the Service Catalogue.
- Takes initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.
- Responds to enquiries and provide support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.
- Assists with identification of system issues or enhancements, and in testing fixes and solutions.
- Provides advice, guidance or coaching and shares information and practices to other staff in the team, which aim at improving the team's working efficiency.
- Participates and contributes actively to policies, standard operation procedures improvement and relevant projects when necessary.
- Assists in biennium closure procedures and reporting, as required.
- Contributes actively in value-added or ad-hoc tasks, such as report preparation, statistics analysis or issues, special projects, audit queries etc.
- Performs other related duties when required.
Specific duties and responsibilities over and above those described above:
Contracting and Procurement Team (HMS, DBS, ECO):
- Purchases or evaluates suppliers for a vast range of commodities for WHO's technical programmes and projects.
- Provides administrative support, advices on procurement and logistic matters, market possibilities, development of specifications and delivery schedules.
- Assists in procurement forecasting.
- Assists in Reimbursable Procurement.
- Assists in Requests for Price Estimates.
- Assists in Requests for Quotation (RFQ).
- Assists in contract management, supplier management, market research.
Processing Team (GPR):
- Carries out transactional processing of purchase requests for Goods and Services procurement.
- Validates the purchase requests received from WHO offices worldwide and process them to Purchase Orders. Validation by peers or supervisor is required based on validation threshold. In the event of a discrepancy during validation, the incumbent shall liaise with the requests originators for necessary clarifications and remedial actions. The incumbent may approve Purchase Orders up to the authorized limit.
- Issues Purchase Orders on timely basis to suppliers and updates status in the ERP system and internal monitoring tools;
- Follows-up on signed copies of Purchase Orders from suppliers and enters receipts in the ERP system.
- Amends the Purchase Orders if a revision is required by the requests originators.
- Cancels and/or Finally Closes the Purchase Orders upon request by originators or other authorized source.
Shipping Team (SHP):
- Monitors and follows up Global Shipments.
- Enters receipts in ERP for goods shipped by the forwarding company.
- Creates and approves Shipping and Insurance Purchase Orders.
- Processes Freight Invoices and submits compliant invoices to accounts payable for payment.
- Performs freight comparison to optimize transportation costs.
- Manages generic shipping mailbox.
- Completion of secondary education.
- Higher education.
- First university degree in procurement, business or public administration or similar field from an accredited/recognized institution.
- Certified training in procurement (CIPS or equivalent).
- At least 8 years of relevant experience (processing, transactions , service centre or other business) of which at least 2 years exposure to procurement / shipping activities.
- Experience using Enterprise Resource Planning Oracle systems or similar packages.
- Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.
- Meticulous and detail-oriented.
- Sound judgement, integrity and tact when dealing with others.
- Ability to brief others and explain procedures.
- Demonstrated customer focus service orientation skills.
- Working knowledge of best practices of procurement in WHO, UN system agencies or other international entities.Working knowledge of procurement policies and procedures of WHO.
- Respecting and promoting individual and cultural differences
- Producing results
- Moving forward in a changing environment
Use of Language Skills
- Expert knowledge of English.
- Intermediate knowledge of French.
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at MYR 65,493 (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 including those of a temporary nature.
- 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.
- Staff members in other duty stations are encouraged to apply.
- For information on WHO's operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
- 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.