Senior Procurement Administrator, Global Contracts Grade: G6

OBJECTIVES OF THE PROGRAMME : The WHO Global Service Centre 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 this Centre is to serve as the global 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) 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. The Global Contracts and Procurement (GCP) Team is responsible for purchasing and evaluating suppliers for a vast range of Goods and Services for WHO's technical programmes and projects.

Description of duties: The incumbent will provide assistance to the procurement specialist in: (a) purchasing or evaluating suppliers for a vast range of commodities for WHO's technical programmes and projects mainly procurement of drugs and pharmaceutical items; (b) providing administrative support, advice on procurement and logistic matters, market possibilities, development of specifications and delivery schedules; (c) elaborating/revising training materials and conducting trainings. This position may replace other assistants within the unit at the same level, during absences. The incumbent works in continuous collaboration and coordination with the first level supervisor and other colleagues within the Global Procurements & Logistics Team to perform the following duties: 1) Assistance in procurement forecasting 15%; Assists the Procurement Specialist and technical units in preparing procurement forecasts. The Assistant extracts data from the Global Management System (GSM) and other sources, searches out market information and prepares the analysis. The Incumbent may be asked to participate in meetings with suppliers or technical units. 2) Assistance in Managing Catalogues 20%; The Global Catalogues in the Global Management System (GSM) are made available for global purchasing to all WHO offices worldwide (HQ, Regional and Country Offices). The Assistant maintains the items in the GSM catalogue with up to date information such as short description, long / special description, pictures, weight, volumes, etc. according to Long term Agreements signed with suppliers. 3) Reimbursable Procurement 10%; Reimbursable procurement is a procurement process where WHO procures goods on behalf of Member States, Governments and other UN Agencies or NGOs. The Assistant assists the supervisor in the preparation of the proforma which is sent to the external entity, as well as in the subsequent invoicing process. 4) Requests for Price Estimates 20%; Once the Request for Price Estimate (RPE) has been raised through GSM by the technical unit or Regional Unit, the Assistant supports the Procurement Specialist in the RPE process that follows by sourcing providers, issuing adequate requests for quotations and ensuring the consistency of the data recorded in GSM. 5) Requests for Quotation (RFQ) 20%. Under the supervision of the Procurement Specialist, the incumbent determines the adequate type of RFQ according to the manual provisions. Tabulates responses from the suppliers/ contractors and assists in their evaluation. Conducts routine negotiations in conjunction with supervisor; Prepares the analysis for the adjudication report and, on approval of supervisor, submits it to the technical unit, Technical Committee or Contract Review Committee as required. 6) Procurement Training to WHO staff 5% Under the supervision of the Procurement Specialist, the incumbent may conduct training sessions with, or in lieu of the supervisor. He/she liaises with HRD/PML to establish the training planning and creates/updates training materials such as UPKs. 7) Liaising with Technical Units (5%) Under the supervision of the Procurement Specialist, the incumbent will assist in facilitating the interface between technical units and the GCP. 8) Other duties as required (5%)

REQUIRED QUALIFICATIONS

Education: Essential: Completion of Secondary, Technical or Commercial school. Desirable: Bachelor's degree in sciences is an asset. Certified training in procurement or a related subject area would be an advantage.

Skills: The incumbent should be able to work with minimum supervision, and be: - proficient in the use of computer systems pertaining to the treatment and processing of procurement; - proficient in the use of standard office software applications such as MS Word, Excel and PowerPoint; - able to prioritize tasks and manage assigned projects efficiently; He/she should have proven problem-solving skills and analysis capacity including cost-benefit and statistic analysis. Finally the incumbent must be knowledgeable in the procurement of goods or services in one or more of the following areas: (1) Hospital supplies and medical training equipment; (2) Laboratory equipment, including chemicals; (3) IT and electronic equipment; (4) Insecticides/pesticides, cold chain equipment, field equipment and vehicles; (5) Drugs and biological, including vaccines. Desirable : Knowledge of WHO or UN procurement procedures; technical knowledge of types of supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects;

Experience: Essential: - At least 8 years of relevant experience of which 2 years are in procurement and servicing of supplies and equipment as used by WHO. - Experience in commercial practices; - Extensive experience in the practical application of price/costs analysis techniques and processes; Desirable: - Purchasing experience using an ERP environment would be an asset as well as good knowledge of Oracle transactions in Procurement, HR, Programme Budget and Travel modules. - Health care supply chain experience is preferred. - Procurement experience with WHO or an International Organization -A sound knowledge of best practices of procurement and guidelines provided by UN or leading procurement entities.

Languages: Expert knowledge of English (both written and spoken). Knowledge of French an advantage.

Additional Information: This vacancy is open to candidates in the local commuting area. Only candidates under serious consideration will be contacted. This vacancy may be used to fill similar positions.

Annual salary: (Net of tax) MYR58,234 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.

Senior Procurement Administrator, Global Contracts
Vacancy Number: HQ/12/GSC/FT306
Duty Station: Kuala Lumpur Malaysia
Grade: G6
Contract Type: Fixed-Term Appointment
Closing Date: 17 Aug 2012