PROCUREMENT ASSISTANT II (PAHO/12/FT238)

28 July 2016
 
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Vacancy Notice No: PAHO/12/FT238
 
Title: Procurement Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period
 
Date: 19 June 2012
 
Application Deadline: 11 July 2012 Vacancy Filled
 
Duty Station:  Buenos Aires, Argentina
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PAHO/WHO Representative ARGENTINA
 
OBJECTIVES OF THE PROGRAMME :
The Organization's essential mission is to strengthen national and local health systems and improve the health of the peoples of the Americas, in collaboration with Ministries of Health, other government and international agencies, nongovernmental organizations, universities, social security agencies, community groups, and many others. PAHO promotes primary health care strategies, which reach people in their communities, to extend health services to all and to increase efficiency in the use of scarce resources.
Description of duties:
Under the general supervision of the PAHO/WHO Representative and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Process, review and analyze local and international purchase requests; prepare purchase orders, contracts, amendments, proforma invoices and other procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotation or invitations to bid; verify availability of funds; participate in the Procurement Selection and Allocation Committee, when required; secure necessary approvals; calculate and process tax exemptions, exports licenses, customs clearances, etc.;
b) Assist in analyzing offers for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;
c) Monitor the entry and delivery of supplies and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement related matter;
d) Prepare instructions for day-to-day operations, administrative procedures, etc.; prepare correspondence in on own initiative, or from verbal instructions; enter data on computerized system; generate statistical or ad-hoc reports, as requested;
e) Perform other procurement related duties such as: answer telephone queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in process; prepare draft translations of correspondence, when required. Work may involve supervising staff at lower levels through distribution of work assignments and review of completed work for accuracy and timeless;
f) Process purchase orders under the Procurement Refundable System and the Revolving Fund; prepare local invoices; maintain payment information up-to-date and generate correspondence, as required;
g) Maintain databases and processes procurement actions utilizing the procurement system;
h) Prepare routine correspondence and relevant administrative matters related to assigned responsibilities;
i) Process monthly bank reconciliations;
j) Monitor the functions related to General Services;
k) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the administrative or financial fields.
Skills:
Key Behavioral Competencies
Intra-institutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work.

Technical Expertise
- Ability to integrate procurement operational guidelines.
- Ability to plan, organize, coordinate and carry out administrative processes such as: budget and expenditures records, processing of supplies and equipment, preparation of reports, etc.
- Ability to apply skills in planning, organizing, problem-solving of office management processes.
- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
- Ability to prepare working translations, and write/originate routine and non routine correspondence and reports in English and Spanish.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to financial, accounting, and/or administrative operations. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project will be an asset.
Experience:
Essential: Five years of experience in administrative work.

Desirable: Experience in procurement work and in automated systems for financial and budgetary control operations would be an asset.
Languages:
Very good knowledge of Spanish and English.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.

ADMINISTRATIVE/SUPPORT POSITIONS IN BUENOS AIRES CAPITAL CITY ARE OPEN TO BUENOS AIRES METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (ARGENTINA CITIZENS OR PERMANENT RESIDENT OF ARGENTINA WITH LEGAL WRIGHT TO WORK).

CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.

THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax)
ARG PS 120,666.00 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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