Under the direct supervision of the National Professional Officer (Procurement) and Administrative Officer, the incumbent will perform the following duties:
Assist in processing procurement requests with appropriate suppliers for specialized technical items such as printing, drugs, vaccines, hospital and laboratory equipment and administrative supplies.
Ensure follow-up to ensure timely delivery/installation of supplied equipment and inspection when required.
Extract and format, in comprehensive form, procurement data from documentary, electronic and market and/or internet sources, among others.
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.
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.
Prepare documentation for Biding Invitation, arrange Bid Opening and LCRC meetings and prepare draft of LCRC case submissions and Minutes of LCRC.
Take necessary follow-up actions in order to expedite the procurement process to meet the requirements of the WHO collaborative programs.
Identify potential sources of supply and assist in liaison with suppliers to maintain updated catalogues, delivery and price information for items mentioned above.
Utilize WHO catalogue for standard procurement of goods; create Non-Catalogue requisitions, RPE and service requisitions.
Submit and follow-up the payment requests for local and global purchases through GSM.
Reconcile POs against invoices and follow-up as required ensuring the satisfactory and timely delivery of supplies.
Perform other duties as assigned by the supervisors.
Required Qualifications: Education:
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.
Experience:
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.
Skills:
Knowledge of UN (WHO) procurement system, data processing and analysis
Ability to work in harmony with national/international staff of WHO and Ministry of Health
Ability to prepare statistical reports
Ability to draft standard correspondence
Use of Language Skills:
Essential: Expert knowledge of English. Expert knowledge of Bahasa Indonesia
