Header

Assistant (Procurement) Grade: G6

OBJECTIVES OF THE PROGRAMME :
The WHO Global Service Centre (GSC) based in Kuala Lumpur Malaysia provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, pension, procurement, accounts payable and support of specific corporate IT applications. The aim of this Centre is to provide the swift and reliable delivery of a comprehensive array of products and services covering all the above fields. The objective of the Global Procurement and Logistics (GPL) team is to develop global policies and procedures on contracting and procurement and to set standards for the goods and services contracted or procured as well as to control and oversee 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:
Under the supervision of the Team Lead, GPL, the incumbent will perform the following duties:

1. (40% of time) IT SUPPORT

Coordinates the activities related to new software implementation (documentation, installation, training);
Compiles and follows up with the Global Service Desk (GSD) or IT, and informs GPL colleagues about software issues;
Monitors the daily automated Global Management System (GSM) error logs related to theprocurement;
Updates GSM Priority Issue list (PIL);
Participates in the change specification, the testing and the business validation of the changes;
Contributes to the GSM Discoverer report design, testing and report generation.

2. (50% of time) TRANSACTIONS

Carries out transactional processing of purchase requests for goods and services;
During the process, the incumbent validates the purchase requests received and if they meet the validation criteria, turns them into Purchase Orders (POs) and approves them or submits them for approval. If the request is incomplete or contains errors that the incumbent cannot correct, he/she will return it to the originator for correction and re-submission. Following the creation of the PO for goods, the incumbent proceeds to create the shipping PO for the Forwarding Agent. The incumbent may approve PO up to her/his authorized limit, currently set at USD35,000 for G6. Above this limit, the PO will be forwarded to a more senior procurement staff for approval, based on the approval hierarchy set up in GSM.
Once the PO has been approved, the incumbent identifies it in the GSC/GPLmailbox and sends it out to the suppliers. He then follows up with the suppliers to receive the acknowledgement copy which is filed in the Records Management Systems (RMS) and updates the end-to-end view in GSM.
The incumbent is also responsible for entering the receipt in GSM for goods shipped by the Forwarding Agent or for counter-signed global contracts of services.
If a revision to the PO is required, the incumbent will
amend the PO and approve it, or will submit it for reapproval. The approval process for the revised PO is the same as for the original PO.

3. (10% of time) OTHER DUTIES

Participates in working groups in order to improve standard operation procedures in GSC and participates in policy working groups when required, working together with other teams and counterparts to implement new policies.
Other duties as required.
REQUIRED QUALIFICATIONS
Education:
Graduation from secondary education. Higher education an advantage.
Skills:
Essential:
Ability to work independently;
Ability to use computer systems pertaining to the treatment and processing of procurement, such as the GSM.
Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.
A sound knowledge of best practices of procurement and guidelines provided by IAPSO or other leading procurement entity. Ability to self-learn or require minimal guidance to learn new software.
Good capacity to trouble shoot problems.

Desirable:
Knowledge of WHO procurement procedures; technical knowledge of types of supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects would be an asset;
Advanced knowledge and experience using Oracle e-business suite and/or similar ERP system would be an advantage.
Knowledge and experience in the use of Oracle Siebel (Issue, Problem management).
Familiar with the ITT processes for application support as well as application development life cycle.
Experience:
At least eight years work experience of which at least 2 years are in IT or application support and 2
years in procurement of goods or services procured in line with WHO requirements.
Languages:
Exellent knowledge of English both written and spoken.
Knowledge of another WHO Official language an advantage
Additional Information:
Only candidate under serious consideration will be contacted. This vacancy is open to candidates in the local commuting area only.
Annual salary: (Net of tax)
at single rate

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.