Procurement Assistant

The incumbent will work under the direct supervision of the Procurement Officer and the overall supervision of the Operations Officer and Medical Officer (EPI) in a normal office environment. Guidance is provided in the form of procurement guidelines and administrative instructions. Supervisors determines priorities on the basis of changing and ad-hoc requirements. The incumbent performs day to day and routine tasks independently. Complex issues or exceptions from established procedures are discussed and resolved with the supervisor.

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

A) Contracting:

• Create Long-Term Agreements (LTAs) for recurring items needed by the Directorate of Immunization for campaigns and routine immunization. Identify required items, assess usage patterns of items, negotiate terms of LTA, draft LTA contract & review approval from RCRC Committee.

• Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.

• Arrange for the meetings of the Country Financial & Technical Committees by identifying with partners suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.

• Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.

• Purchasing or evaluating suppliers for a vast range of commodities for WHO\s technical programmes and projects;

• Providing administrative support related to procurement matters, market possibilities, development of specifications and delivery schedules;

• Assisting in procurement forecasting; Requests for Price Estimates; Requests for Quotation (RFQ);

• Liaising with Technical Units at country office level;

• Assisting in contract management, supplier management, market research, report preparation and analysis.

• Conduct market research to identify potential suppliers and assess market conditions.

B) Processing:

• Analyze and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.

• Initiate local purchase requests for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods and services.

• Draft purchase order amendments when required, provide justification and upload supporting documents in GMS.

• Follow-up on the signed copy of Purchase Orders from supplier and enter receipt in the GSM system.

• Contribute actively in value-added or ad-hoc tasks, e.g. report preparation, statistics extract, analysis or issues, audit queries etc.

C) Shipping:

• Assist in Monitoring and follow up of Global Shipments

• Create shipping and Insurance PO (when applicable)

• Processing Freight Invoices and submission for payment to Finance (when applicable)

• Perform freight comparison to optimise transportation cost (when applicable)

• Validate and assist in the GSM period/biennium closure procedures and reporting, as required.

Recruitment Profile

Competencies required:

• Teamwork

• Respecting and promoting individual and cultural differences

• Communication

• Producing results

Functional Knowledge and Skills:

Mandatory:

• Ability to handle and prioritize a high volume of transactions and reporting needs.

• Meticulous and detail-oriented

• Sound judgment, integrity and tact when dealing with others

• Ability to brief others and explain procedures

• Expertise in the use of MS Office tools i.e. MS Word, MS Office, MS PowerPoint.

Desirable:

Knowledge of best practices of procurement and Knowledge of procurement procedures of WHO

Language: Expert knowledge of English and local language (Urdu).

ADDITIONAL INFORMATION

• Only candidates under serious consideration will be contacted.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• A written test may be used as a form of screening.

• Appointment of selected candidate will be on Local Individual Contractor Agreement (LICA) issued by the United Nations Office for Project Services (UNOPS) for a period up to three months which is further extendable based on multiple factors including job performance, programme need, and funding availability. LICA is a non-staff contract whereby the signatory has the status of a contractor and not considered in any respect as being a staff member of either the World Health Organization (WHO) or UNOPS. As such, there will be no employer-employee relationship between the signatory and the contracting Organization.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• For information on WHOs operations please visit https://www.who.int