25 October 2016
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/12/GSC/FT365
Title: Senior Procurement Administrator
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract:  Two Years (initially)
Date: 19 September 2012
Application Deadline: 11 October 2012 Vacancy Filled
Duty Station:  Kuala Lumpur, Malaysia
Organization unit: HQ/GSC Global Service Centre (HQ/GSC) /
HQ/GPL Global Procurement and Logistics (HQ/GPL)
The WHO Global Service Centre (GSC) based in Malaysia provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, pension, procurement, accounts payable and support of specific corporate IT applications. The aim of this Centre is to serve as the global processing platform for the swift and reliable delivery of a comprehensive array of products and services covering all these fields.

The objective of the Global Procurement and Logistics (GPL) team is to develop global policies and procedures on contracting and procurement and to set standards for the goods and services contracted or procured as well as control and oversight of the adherence to applicable rules, procedures and standards associated with such procurement. GPL is also responsible for market research, purchasing of and evaluating suppliers for a vast range of commodities and services for WHO's technical programmes and projects. Finally GPL provides administrative services to all staff and all WHO Offices worldwide in respect of purchasing and shipping of both goods and services.

The purpose of this position is to provide procurement services within the GSC in line with the Organization-defined requirements. This position shares the responsibility and accountability for the processing of transactions related to these services on a global scale against the agreed Service Level Agreement (SLA) in the most cost effective manner. The post also carries the responsibility of training, coaching and mentoring new or more junior staff, acting as the subject matter expert of the procurement system, process and procedures, and playing the dispatching role and acting on behalf of the team lead when required.
Description of duties:
Under the direct supervision of the Team Lead the incumbent:

- Carries out transactional processing of purchase requests for goods and services. During the process, the incumbent validates the purchase requests received and if they meet the validation criteria, converts them into purchase orders and approves them or submits them for approval. If the request is incomplete or contains errors that the incumbent cannot correct, it will be returned by the incumbent to the originator for corrections and re-submission. Following the creation of the PO for goods, the incumbent proceeds to create the shipping PO for the forwarding company. The incumbent may approve PO up to her/his authorized limit, currently set at USD 35,000 for G6. Beyond this limit, the PO will be forwarded to the more senior procurement staff for approval, based on the approval hierarchy set up in GSM. Once approved, the incumbent identifies her/his PO and picks it from the GSC/GPL mailbox and sends it out to suppliers and follows up with supplier to receive the acknowledgement copy, files it in RMS and updates the end to end view in GSM. The incumbent is also responsible for entering receipt in GSM for goods shipped by the forwarding company or for counter-signed global contracts of services. If a revision to the PO is required, the incumbent will amend the PO and approve or submit it for re-approval. The approval process for the revised PO is the same as the original PO.
- Participates in working groups in order to improve standard operation procedures in the service centre and participates in policy working groups when required, working together with team and counterparts to implement new policies
- Trains, coaches and mentors new or more junior staff on all aspects of the work. He/she supports other staff as subject matter expert and may be requested to act as dispatcher or to act on behalf of the team lead when necessary
- Assists in the GSM period/biennium closure procedures and reporting, as required
- Performs other duties as required
Essential: Graduation from secondary education
Desirable: Certified training in procurement or a related subject area would be an advantage
- A sound knowledge of best practices of procurement.
- Proven problem solving and statistical analyses capacity.
- Ability to manage and prioritize among projects.
- Knowledge of procurement procedures of WHO; technical knowledge of types of supplies and goods purchased by WHO for Headquarters, Regional offices and field projects;
- Ability to work independently: ability to use computer systems pertaining to the treatment and processing of procurement, namely the Global Management System.
- Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.
- A minimum of six years of relevant experience of which two years are related to procurement and the servicing of supplies and equipment, preferably where goods or services procured are in line with WHO requirements.
- Advanced knowledge and experience using Oracle e-business suite and/or similar ERP systems.
Excellent English, (written and spoken) in order to communicate with requestors and suppliers and to prepare correspondence of an administrative nature. Good written and spoken French would be an advantage.
Additional Information:
This vacancy may be used to fill similar positions.
Only candidates under serious consideration will be contacted.
Annual salary: (Net of tax)
MYR 58,234 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: 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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