OBJECTIVES OF THE PROGRAMME

The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the Procurement Assistant will be responsible for the day-to-day operations related to procurement activities.

DESCRIPTION OF DUTIES

• Experience procuring medical category goods and general services.
• Transactional procurement experience from needs definition, sourcing, and vendor selection to award.
• Assist in drafting tender documents such as Invitations to Tender, Requests for Quotations, Requests for Proposals, and Expressions of Interest, ensuring compliance with WHO requirements.
• Review, process, or dispatch Requests for Price Estimates (RPEs). Conduct market research, verify past PO data, or issue tenders to price RPEs.
• Support the forecasting of procurement for goods and services.
• Provide procurement status reports, data, and statistics in accordance with procedures.
• Review purchase requisitions in the ERP system, draft Purchase Orders (POs), send them to GPL for finalization, and dispatch approved POs to Procurement Initiators.
• Assist the procurement officer in preparing and requesting bids, evaluating offers, negotiating with counterparts, following up on requests from the Global Service Center (GSC), and executing purchase contracts.
• Support contract management to ensure timely delivery of goods and services, timely PO amendments, and effective dispute resolution.
• Perform the Order Administrator function in the Global Management System (GSM), including the creation of Purchase Requisitions and converting Request for Pricing Estimates (RPEs).
• Assist in preparing a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
• Maintain communication and liaison with internal and external stakeholders, including the Regional Procurement Office, Global Service Centre (GSC), Technical Officers, and other partners on procurement and logistics tasks, and update status.
• Ensure the verification, certification, and processing of invoices for goods and services delivered through the WHO payment system.
• Using tracking tools, follow up on target dates and deadlines, ensuring that correspondence and queries are responded to promptly.
• Perform any other duties as assigned.

REQUIRED QUALIFICATIONS

Educational (Qualifications)

Essential

• Completion of secondary education or equivalent is required.

Desirable

• Technical or university courses related to business administration, procurement, contract/commercial law, or another relevant technical field.

Experience

Essential

At least height (8) years of relevant experience in procurement.

Desirable

Experience within UN or other international or multinational organizations will be an advantage

Skills

• Experience in the use of an ERP system.
• Meticulous and detail-oriented
• Sound judgment, integrity, and tact when dealing with others
• Demonstrated skill and proficiency in the use of computers and information technology.
• Expertise in the use of MS Office, particularly EXCEL.

WHO Competencies

•  Communicating in a credible and effective way
•  Producing results
•  Fostering integration and teamwork
•  Respecting and promoting individual and cultural differences
• Ensuring the effective use of resources

Use of Language Skills

• Excellent knowledge of English is required.