Executive Associate Procurement

World Health Organization

Kathmandu, Nepal

Experience: 5 to 10 Years

Skill Required: HR and Admin

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO's technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the Administration Unit's objective is to facilitate programme delivery by providing timely managerial and administrative services to collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization's established rules and regulations. Reporting to the Administrative Officer, the incumbent of the position provides logistics support services for the entire logistics and procurement functions offline and online in GSM in response to the logistics requirements of WHO collaborative programmes and country office operation and to exercise internal quality control to ensure Procurement policies and procedures of the Organization.
Under the overall guidance of the WHO Representative (WR) and direct supervision of the Administrative Officer (AO), the incumbent will perform following Duties:
  • Advice WR/AO and Technical units on procurement and logistic matters, market possibilities, development of specifications, delivery schedules and following/enforcing WHO procurement policies and procedures.
  • Prepare biennial procurement plans for the purchase of equipment, services and supplies in consultation with Technical units and based on the biennial workplans.
  • Review and check the completeness of the procurement proposal submitted by Technical units ensuring they are in line with WHO procurement policies.
  • Ensure compliance with legal and audit contract requirements, for existing and proposed contract agreements related with procurement.
  • Ensure preparation of routine reporting through careful analysis of procurement, assets, and inventory data including responses for audit and review queries on contracts and procurement procedures and related data for clearance by AO and WR.
  • Take initiative to communicate with colleagues within or across different units to seek confirmation or clarification on procurement issues as necessary and disseminate procurement related information/data, updated procurement policies, procedures, rules and regulations of WHO and customs policies of Government of Nepal.
  • Carry out retrieval and presentation of information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as provide guidance in obtaining specifications for new supplies in the market and maintaining/updating vendor database by clearing through local Vendor Management Committee.
  • Assist the WCO in preparation of all office tender notices for goods and services and perform the function of Secretary to the Local CRC to submit procurement cases for review and recommendation of the LCRC including the comparative statement, meeting minutes, notes for record, justifications for selection of suppliers, adjudication reports etc.
  • Undertake all procurement actions of the WCO and associated programmes by creating procurement requisitions for the supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM/BMS.
  • Monitor the day-to-day correspondence and operations of the procurement, shipping and logistics unit. Prepare correspondence, memoranda, and contract review committee reports, maintain appropriate follow up.
  • Facilitate and participate in tender pre-bid meetings, and other inter organizational meetings.
  • Preparation of handover documentation for equipment and vehicles for handed over to the Government and maintenance of records thereof.
  • Represent the WCO on the UN Procurement Task Force and attend other ad-hoc meetings relating to procurement.
  • Performs other duties as assigned by the supervisor.
Required Qualifications :
Essential:
  • Completion of secondary school education.
Experience
Essential:
  • At least 10 years of relevant experience in administrative work in an International Organization and preferably in a UN organization.
Skills:
  • Thorough knowledge of WHO Procurement Rules, Regulations and procedures and GSM usage in Procurement Modules.
  • Good knowledge of computer applications and software including MS Office applications.
  • Ability to draft reports/correspondence concisely and clearly.
  • Ability to maintain good working relationships.
Language Skills:
Essential:
  • Expert knowledge of English. Expert knowledge of Nepali.