Executive Assistant (Procurement)
OBJECTIVES OF THE PROGRAMME
To provide administration support to the Procurement unit.
DESCRIPTION OF DUTIES
Under the direct supervision of the National Professional Officer (Procurement) and Administrative Officer, the incumbent will perform the following duties:
1. Assist in processing procurement requests with appropriate suppliers for specialized technical items such as printing, drugs, vaccines, hospital and laboratory equipment and administrative supplies.
2. Ensure follow-up to ensure timely delivery/installation of supplied equipment and inspection when required.
3. Extract and format, in comprehensive form, procurement data from documentary, electronic and market and/or internet sources, among others.
4. Respond to queries regarding procurement-related data and basic purchase requisitions from staff in all Technical Units, seeking clarification from the Procurement Officer, as required.
5. Issue work orders while assisting in the management of contracts and long-term agreements and record and reconcile all expenditures incurred during the contractual period of LTA.
6. Prepare documentation for Biding Invitation, arrange Bid Opening and LCRC meetings and prepare draft of LCRC case submissions and Minutes of LCRC.
7. Take necessary follow-up actions in order to expedite the procurement process to meet the requirements of the WHO collaborative programmes.
8. Identify potential sources of supply and assist in liaison with suppliers to maintain updated catalogues, delivery and price information for items mentioned above.
9. Utilize WHO catalogue for standard procurement of goods; create Non-Catalogue requisitions, RPE and service requisitions.
10. Submit and follow-up the payment requests for local and global purchases through GSM.
11. Reconcile POs against invoices and follow-up as required ensuring the satisfactory and timely delivery of supplies.
12. Perform other duties as assigned by the supervisors.
Essential: Completion of secondary school education.
Desirable: Training in Procurement Management or Logistics Management including of CIPS (Charted Institute of Procurement & Supply) training highly desirable.
Essential: At least five (5) years' experience in secretarial/clerical/administrative work/logistics and procurement
Desirable: Familiarity with WHO policies and practices. Working experience with WHO or other UN Agencies at the national and international level is an asset.
1) Knowledge of UN (WHO) procurement system, data processing and analysis.
2) Ability to work in harmony with national/international staff of WHO and Ministry of Health.
3) Ability to prepare statistical reports.
4) Ability to draft standard correspondence.
- Respecting and promoting individual and cultural differences
- Knowing and managing yourself
- Ensuring the effective use of resources
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Bahasa Indonesia.
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 IDR 214,519,000 (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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- 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.