PROCUREMENT ASSISTANT II (PAHO/12/FT356)

9 December 2016
 
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Vacancy Notice No: PAHO/12/FT356
 
Title: Procurement Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  until 31 December 2013, post of limited duration. First year probationary period
 
Date: 11 September 2012
 
Application Deadline: 3 October 2012 Vacancy Filled
 
Duty Station:  La Paz, Bolivia
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PAHO/WHO Representative Bolivia
 
OBJECTIVES OF THE PROGRAMME :
The Organization's essential mission is to provide Technical Cooperation 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, non-governmental 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) Coordinate all administrative activities of the Procurement Team, verifying that all procurement transactions are effected in accordance with established rules, regulations, and procedures; provide supervision, direction and guidance to assigned personnel; consolidate reports, communicate with counterparts and providers, control and follow-up of the delivery of goods and services, including monitoring and follow-up;
b) 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 for bids; verify availability of funds; participate in the Procurement Selection Committee, when required; calculate and process tax exemptions, exports licenses, customs clearances, etc.;
c) 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;
d) Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, following-up on government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finances, and Customs Office, etc.;
e) Follow-up in procurement requests in HQ that are processed through the Reimbursable Procurement, Revolving Fund and Strategic Fund; prepare local invoices; maintain payment information up-to-date and generate correspondence; maintain databases and processes procurement actions utilizing the procurement system; maintain purchase control files, monitor and follow-up all purchases; close out files after all actions have been completed;
f) Monitor the entry and delivery of purchases, 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; coordinate logistics of customs clearance of imports, including dates and imports documents, etc.;
g) Review and audit invoices, receipts and other support documents for each purchase, after goods have been satisfactorily received, verifying the accuracy of expenditures submitted by the suppliers and processing payments through the Office Management Information System (OMIS);
h) 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;
i) Monitor and ensure with technical teams that all purchases made for donation are properly delivered, received and acknowledged; ensure that files of goods purchased for internal use are duly registered in the inventory by General Services;
j) 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;
k) Participate in the committee responsible for the design of databases for the establishment of a data bank of suppliers, mechanisms of prequalification in accordance with established procurement guidelines and procedures;
i) Work as a team member in the absence of staff and perform other duties as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the administrative or financial fields.
Desirable: Specialized training in procurement, logistics, administration or finance would be an asset.

Skills:
Key Behavioral Competencies
Intra-institutional Action - (L02): 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 - (L02): 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 - (L02): 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 - (L02): 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 - (L02): 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 - (L02): 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
- Knowledge of basic procurement contracting principles and terms; ability to interpret rules and regulations.
- Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions, such as: monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures, etc.
- Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.
- 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:
Five years of experience in procurement work and/or logistics, or three years of experience in procurement work and/or logistics, and one year of college or university level courses towards a declared major/minor in the area of procurement/logistics, business administration.
Languages:
Very good knowledge of English and Spanish.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.

ADMINISTRATIVE/SUPPORT POSITIONS IN LA PAZ, BOLIVIA ARE OPEN TO LA PAZ METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (BOLIVIAN CITIZENSHIP OR LEGAL PERMANENT RESIDENTS).

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)
BOLIVIAN 127,516.00 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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