OBJECTIVES OF THE PROGRAMME

The WHO Global Service Centre (GSC), Malaysia, provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, account payable and support of corporate IT applications. The aim of this Centre is to serve as the global processing and administrative platform for the swift and reliable delivery of a comprehensive array of products and services covering all these fields. The objective of the Global Procurement and Logistics (GPL) is to develop global policies and procedures on contracting and procurement; to set standards for the goods and services contracted or procured as well as controland oversight of the adherence to applicable rules, procedures and standards associated with such procurement. GPL is also responsible for market research,purchasing of and evaluating suppliers for a vast range of commodities and services for WHO's technical programmes and projects. Finally GPL provides administrative services to all staff and all WHO Offices worldwide in respect of purchasing and shipping of both goods and services.

DESCRIPTION OF DUTIES

This is one of several identical job descriptions at the GSC. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within GPL as determined by the Coordinator, GPL which includes ad hoc assignments, reinforcing other teams or replacing other staffmembers as required.

General duties and responsibilities (for all teams):

- Deliver responsive services to customers and stakeholders in alignment with the GSC Service Catalogue through processing requests received in ERP workflow; requests 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.

- Prioritize and follow up closely on the pending tasksto resolve within response times set out in the Service Catalogue.

- Take initiative to communicate with colleagues withinor across departments to seek confirmation or clarification on issues when necessary.

- Respond to enquiries and provide support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.

- Assist with identification of system issues or enhancements, and in testing fixes and solutions.

- Perform ad hoc assignments, special projects and allother related duties when required.

Each unit in GPL has team-specific duties over and above those described above.

Contracting and Procurement Team:

- Purchasing or evaluating suppliers for a vast range of commodities for WHO's technical programmes and projects.

- Providing administrative support, advice on procurement and logistic matters, market possibilities, development of specifications and delivery schedules.

- Assisting in procurement forecasting.

- Assisting in Managing Catalogues.

- Assisting in Reimbursable Procurement.

- Assisting in Requests for Price Estimates.

- Assisting in Requests for Quotation (RFQ).

- Assisting in Procurement Training to WHO staff.

- Liaising with Technical Units.

Processing Team:

- Carry out transactional processing of purchase requests for Goods and Services procurement. Validate the purchase requests received from WHO offices globally 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.

- Issue Purchase Orders on timely basis to suppliers andupdate status in the GSM system and internal monitoring tools.

- Follow-up on the signed copy of Purchase Orders from supplier and enter receipt in the GSM system.

- Amend the Purchase Orders (when applicable) if arevision is required by the requests originators.

- Cancel and/or Finally Close the Purchase Orders uponrequest by originators or other valid source.

- Assist in value-added or ad-hoc tasks, e.g. report preparation, statistics extract, analysis or issues, audit queries etc.

- Contribute in a working group related to policies, standard operation procedures improvement and relevant projects when necessary.

Shipping Team:

- Monitoring and follow up of Global Shipments.

- Entering receipt in GSM for goods shipped by the forwarding company.

- Create and approve Shipping and Insurance PO.

- Processing Freight Invoices and submission for payment to Finance.

- Perform freight comparison to optimise transportation cost.

- Assist in the GSM period/biennium closure procedures and reporting, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or its equivalent
Desirable: Higher education. Certified training in procurement or a related subject area.

Experience

Essential:

- At least 5 years of relevant experience (processing, transactions , service centre or other business) of which at least 2 years exposure to procurement / shipping activities.

- 4 years with a first level university degree or

- 3 years with an advanced university degree.
Desirable: Experience in the use of an ERP system such as Oracle.

Skills

Essential:

- Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.

- Meticulousand detail-oriented.

- Sound judgement, integrity and tact when dealing with others.

- Demonstrated skill and proficiency in the use of computers and information technology.

- Expertise in the use of MS Office and Web-based software.

Desirable:

- Knowledge of best practices of procurement or other leading procurement entity.

- Knowledge of procurement procedures of WHO.

- Technical knowledge of types of services, supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French.

REMUNERATION

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 50,770 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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.