Procurement Officer

World Health Organization(WHO), Kuala Lumpur, Malaysia

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
17th June, 2016


Job Description

Description of duties:

- The Procurement Officer is responsible for managing the operations of a sub-unit within GPL responsible for the procurement of a wide variety of goods and services in support of WHO programmes and initiatives worldwide.
- The Procurement Officer specializes in the procurement of goods or services in one or more of the following areas: Information Technology (IT), office supplies, laboratory equipment and supplies, medicines, vaccines and diagnostics, environmental supplies, cold chain, vehicles, hospital equipment and supplies, contracting of utilities, shipping and insurance services.

Under the direct supervision and guidance of the GPL Coordinator, the incumbent in continuous collaboration and coordination with other colleagues in GPL, colleagues in the Global Finance (GFI) Team, Contract and Procurement Services (CPS) /HQ, Regional Offices and WHO Technical Units, Programmes and Partnerships performs the following duties within the areas of procurement assigned to him/her:

Procurement Forecasting.

- Assists technical units in preparing their procurement forecasts, the Procurement Officer prepares the global procurement history of goods based on the procurement performed for a programme during the year using pertinent data from the Global Management System (GSM) and other sources.
- Market information is also used for preparing the procurement forecast. Based on the procurement forecast plan, executes procurement activities like Requests for Quotations (RFQs), long-term agreements etc. with the suppliers as required.

Sourcing/Purchasing Strategy.

- The Procurement Officer analyses characteristics of products and develops adequate global sourcing/purchasing strategy to implement strategic procurement with the aim to achieve Best Value for Money.

Managing Catalogues.

- Based on negotiated agreements, quotations and expiry, the required item categories are defined and item lines created and maintained up to date in the GSM Global Catalogues that can be viewed and used for purchasing globally by all WHO offices (HQ, Regional, Country).
- Items in the GSM catalogue are created with information such as a short description, a long, specific description, pictures, weight, volumes, etc.
- The Procurement Officer is being the Catalogue Manager responsible to establish, manage and maintain Long Term Agreements (LTAs) as well as WHO online catalogues in the respective area.

Request for Price Estimates (RPE).

- If the item is not in the GSM catalogue the requestor may raise a request in GSM for a price estimate and the Procurement Officer processes the RPE that follows with assistance of the technical unit, if required and liaises with providers throughout the process.
- The Procurement Officer sources providers of the requested goods and ensures that all details are available for recording in the GSM to enable the requestor to complete the requisition.

Request for Quotations (RFQ).

- The Procurement Officer, based on experience and knowledge of the specialty, decides which form of RFQ is required.
- When the RFQ process is required, the Procurement Officer performs an analysis and selection of the offer, representing the best value for money from the quotations received and seeks approval from the Contract Review Committee (CRC) if required.
- The Procurement Officer conducts routine and complex negotiations alone or in conjunction with senior level WHO partners.
- Works in close collaboration with colleagues in the Global Finance (GFI) for matters relating to supplier management, encumbrances and payments.
- Other duties as needed.

Education:

- Essential:University degree in Business Administration, Procurement, Logistics, Supply Chain Management, or an equivalent academic qualification.
- Desirable: Certified training in procurement, especially under United Nations (UN) procurement certification programme or a related subject area .

Skills:

Essential:
- A sound knowledge of best practices of procurement and guidelines provided by leading procurement entities.
- Technical knowledge of the different types of supplies and goods such as those purchased by WHO for Headquarters, Regional Offices and field projects.
- Proven problem-solving and statistical analyses capacity.
- Ability to manage and prioritize among projects.
- Ability to work independently and especially under pressure in emergencies.
- Ability to take a leadership role and to supervise staff while maintaining a motivated team.
- Ability to use computer systems pertaining to the treatment and processing of procurement.
- Persuasive and clear communication and interpersonal skills and knowledge of presentation software.

Desirable:
- Knowledge of WHO procurement policies, procedures, rules and technical guidance notes.
- Knowledge of International Contract law.

Experience:

Essential:
- At least 5 years experience in the area of procurement, including supervisory experience preferably in a large organization.
- Experience in commercial practices; solid experience in the practical application of price/costs analysis techniques and processes.

Desirable:
- Experience in purchasing within an Enterprise Resource Planning (ERP) environment.
- Experience of procurement in WHO or other International Organization.

Languages:

- Essential:Excellent knowledge of English, both written test and communication.
- Desirable: Knowledge of French or another WHO official language would be an advantage.

Additional Information:

- Only candidates under serious consideration will be contacted.
- Other similar positions at the same level may be filled from this Vacancy Notice; including those of a temporary nature of a period 12 months.
- A written test may be used for screening purposes.
 


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