Purchasing and Contracts Services(PCS) is responsible for the procurement of goods and services including medical supplies. These activities support programmes, projects, Regional and country office activities of the organization in the South-East Asia Region.
Under the direct supervision of the Executive Associate(Pharmaceuticals), the incumbent will be required to perform the following functions:
Provide assistance in the procurement and delivery of supplies (including pharmaceutical, laboratory and medical and other goods and services) and equipment for assigned countries in the Region.
Assist in conduct of Market research for goods and services.
Perform Order Administrator function and responsibility in the Global Management System (GSM) which involves reviewing and converting Request for Pricing Estimates (RPEs) to ITBs or RFPs. Also verify all approved goods requisitions to ensure compliance with business rules and principles prior to assigning cleared requisitions to the procurement team at Global Service Centre (GSC).
Coordinate with relevant internal and external stakeholders including GSC, WHO Country Offices (WCO) and Technical Units at the Regional Office, varying contractual partners, shipping agent, Government Officials and Administrative units in respective offices across the region.
Provide Emergency response assistance to WCOs ensuring value for money procurement of goods and services in a timely and efficient manner.
Ensure correctness and verify accordingly invoices including checking, recording of funding references, endorsing for certification by Procurement Officer and liaising with Finance Unit in relation to payment of invoices.
When required prepare documents for importation and export of project consignments and arrange transportation, ensuring cold chain requirements where necessary.
Participates in tender pre-bid meetings, and other inter organizational meetings.
Perform other related duties and replace colleagues, as assigned by supervisor.
Required Qualifications:
Education:
Essential:
Completion of Secondary School education.
Experience:
Essential:
At least 5 years' experience in administration and/or procurement end-to-end process of goods and/or services contracts with several years of experience with UN agencies and reputable international organizations
Skills:
Knowledge of direct, indirect taxes, particularly sales tax, excise duty, customs duty and VAT.
Familiarity with trade, commercial and shipping practices and terminology
Thorough knowledge of modern office procedures and practices.
Ability to draft standard correspondence.
Ability to handle work in a timely and accurate manner with tact and discretion, as required.
Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and or self-training.
