PROCUREMENT AND GENERAL SERVICES ASSISTANT II (PAHO/13/FT139)

10 December 2016
 
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Vacancy Notice No: PAHO/13/FT139
 
Title: Procurement and General Services Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One Year, post of limited duration. First year probationary period
 
Date: 30 April 2013
 
Application Deadline: 13 May 2013 Vacancy Filled
 
Duty Station:  Caracas, Venezuela
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PAHO/WHO Representative
 
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:
Procurement:
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 for bids; verify availability of funds; participate in the Procurement Selection Committee, when required; 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) 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.;
d) Follow-up in procurement requests in Headquarters 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;
e) 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.;
f) 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);
g) 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;
h) 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;
i) 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;

General Services:
a) Coordinate the general services (GS) functions and ensure provision of GS support of the Office, including: communications, facilities entry, transportation, cleaning, building maintenance, copying, warehouse, security, inventory and disposal;
b) Monitor disposal, use and maintenance of supplies and equipment; request timely procurement of insurance for fixed assets; make immediate arrangements for processing of insurance claims in the event of damages and/or loss; prepare the necessary documentation; initiate the claim process and follow the process through to completion;
c) Ensure the adequate utilization of official vehicles, purchase and sale according to Organization rules and regulations; analyze charts of fuel consumption, mileage, usage, licensing, maintenance, repairs, and provide information on the third-party liability insurance to Headquarters; report to Administrator on discovered anomalies and irregularities with regard to fuel purchase and its use;
d) Supervise, coordinate, and control all communication services - radio, landline, cellular, and satellite telephones, GPS and others - to ensure general communication of all personnel and to support security procedures;
e) Monitor the correct implementation of all security aspects, and the implementation of the UN Security Plan, ensure security of staff members, visitors, the building, and fixed assets; brief and assist general services staff, international staff, experts and consultants in general service matters and security procedures in case of fire, earthquake, explosions, flood, and other disasters or incidents;
f) Prepare and monitor the contractual service agreements for different purposes - building maintenance, facility services, reproduction of materials, insurance policies, security, and others - with institutions to ensure that the terms of the contract are in accordance with the requirements of the Organization;
g) Organize logistics support for meetings and seminars of different nature, inside and outside the office, for their effective development;
h) Ensure up-to-date inventory control records and supporting documents and perform physical audit of expendable and non-expendable property; maintain adequate documentation for the issuance of annual inventory certificate and carryout periodical checks of inventory;
i) Supervise the telephone service, review invoices received from landline and cellular telephone companies and ensure timely payment orders; ensure that information is compiled for all telephone lines to assist in the preparation of statistical and managerial reports;
j) Analyze general services costs and provide recommendations on cost-saving strategies for the office and projects;
k) Certify clearance form for separated staff and consultants, ensuring that fixed-assets are returned and costs (if any) are recovered.
l) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the administrative, accounting or financial field.
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.
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.
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.
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.
External Action: Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions.

Technical Expertise
- Knowledge of basic procurement contracting principles and terms; ability to interpret rules and regulations.
- Proficiency in the use of computer software in accordance with assigned responsibilities
- Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions; evaluating priorities, recommending adjustments on new internal procedures, etc.
- Skills in planning, organizing, evaluating, problem-solving and decision-making of office management processes.
- Ability to research, analyze and organize information in order to prepare correspondence and comprehensive status reports on activities, services, 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 administrative work experience.

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 CARACAS, VENEZUELA ARE OPEN TO CARACAS METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE VENEZUELA CITIZEN OR HOLD PERMANENT RESIDENT LEGAL STATUS.

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)
VEN BLF 154,826.00 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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