PROCUREMENT SPECIALIST (HQ/14/GSC/FT230)

8 December 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/14/GSC/FT230
 
Title: Procurement Specialist
 
Grade: P4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  2 years (initially)
 
Date: 27 May 2014
 
Application Deadline: 12 June 2014 Vacancy Filled
 
Duty Station:  Kuala Lumpur, Malaysia
 
Organization unit: HQ/GSC Global Service Centre (HQ/GSC) /
HQ/GPL Global Procurement and Logistics (HQ/GPL)
 
OBJECTIVES OF THE PROGRAMME :
The WHO Global Service Centre (GSC) provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, 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. In addition to developing global policies and procedures on contracting and procurement, the objective of the Global Procurement and Logistics (GPL) unit is 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 the post is to maintain ownership of global policies and procedures for the contracting and procurement of services and goods to be applied throughout the Organization ensuring policy compliance. The incumbent is also responsible for organizing, leading and managing the internal controls and compliance program by identifying procurement-related risks, proposing improvements for risk mitigation and implementing those improvements across the Organization. The incumbent is the focal point in managing audit observations, reporting, data analysis and development of procurement strategies under the supervision of the Coordinator.
Description of duties:
The incumbent is a senior professional who provides advice on procurement and logistics issues and opportunities under the overall guidance of the Coordinator. He/she coordinates and collaborates with colleagues from the GPL Contracting team, Goods Processing & Shipping team and Services Processing team and liaise with counterpart positions at Headquarters as well as with supply officers in Regional offices to carry out his/her duties. World Health Assembly and Executive Board Resolutions, WHO e-Manual, procurement practices, project documents and technical agreements, directives from executive management are available as guidelines.

The Procurement Specialist is the senior expert on matters of procurement, contracting of goods and services and shipping, who is responsible for, but not limited to, the following assigned duties:

a) Organize, lead, and manage the procurement policy and procedures program.
b) Research and analyse policy trends within the United Nations Common System to identify best practices and synergies that can be applied in the Organization; draft policy and guidance documents; consult on policy issues with parties inside the Organization and other international agencies; develop
communication plans.
c) Review, propose and draft amendments to the Organization's procurement rules and regulations, e-Manual provisions and other information or tools within the Organization's regulatory framework.
d) Prepare procurement related submissions (e.g. proposals, analyses, summaries, presentations, statistics, inputs) to the Organization's Executive Management and internal/external stakeholders.
e) Ensure compliance with procurement rules & regulations; make necessary recommendation for addressing gaps.
f) Maintain and develop change control mechanisms; coordinate and disseminate changes in procurement policies, procedures and electronic standard formats/templates for procurement actions.
g) Formulate operational and procedural directives and general information bulletins; design training materials to be used by trainers.
h) Organize, lead and manage internal controls and compliance programs.
i) Conduct internal control and procurement review compliance checks.
j) Identify and assess risks and opportunities in procurement and develop procurement strategies.
k) Coordinate internal reviews processes and procedures with the internal and external auditors and follow up implementation of the recommendations.
l) Liaise and collaborate with ITT Department as the business focal point for IT related projects.
m) Provide guidance to incoming queries on procurement policy interpretation ensuring consistency across the Organization.
n) Perform other duties as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential:
- An Advanced University Degree in law, finance, logistics, marketing, business administration or other fields closely related to the position(procurement/purchasing).

Desirable:
- An official procurement certification would be an asset.
Skills:
Essential:
- A sound knowledge of best practices of procurement and guidelines provided by leading procurement entities.
- Theoretical and practical knowledge in procurement contracting (including contract development and execution), policy development, compliance monitoring and risk management.
- Sound understanding of requisitioning, logistics, shipping and strategic sourcing.
- Mature judgement, strong technical, analytical and conceptual skills.
- Demonstrated ability to assess, analyse, synthesize and provide recommendation on key managerial and administrative issues.
- Ability to integrate managerial and administrative inputs into recommendations for decision-making process.
- Ability to manage multiple issues and tasks in a complex organizational environment.
- Ability to create and advocate innovative approaches to facilitate and enhance management and administrative capacity.
- Excellent organizational and analytic skills
combined with strong professional oral and writing skills, including development of reports, oral presentations and technical/persuasive documents for consideration at the highest levels of the
Organization.
- Proven problem-solving and statistical analyses capacity.
- Ability to develop new concepts in designing and planning cost effective procurement.
- Knowledge of administrative and management principles and practices.
- Ability to take a leadership role.
- Ability to work harmoniously as a team in a multi-disciplinary and international environment.
- A good understanding of and experience with ERP systems such as Oracle in order to make strategic and operational use of the said system.
- Familiarity with querying and reporting and ability to analyse `error reports` from the system.

Desirable:
- Knowledge of procurement procedures of WHO or other UN body.

WHO Core Competencies:
1. Producing Results.
2. Building and promoting partnerships across the organization and beyond.
3. Creating an empowering and motivating environment.
4. Moving forward in a changing environment.
5. Promoting innovation and organizational learning.
Experience:
Essential:
- At least 7 years experience in procurement and the servicing of supplies and equipment of which at least 3 to 5 years are in WHO or a large international organization/setting or multi-national organization.
- Extensive experience in administrating complex contracts and in the practical application of price/cost analysis techniques and processes and forecasting.
- Experience to manage and prioritize among projects.

Desirable:
- Experience in the UN system and its procurement policies and practices.
- Experience in developing or managing policy.
Languages:
Essential:
- Excellent knowledge of English both, written and spoken.

Desirable:
- Working knowledge of another WHO official language would be an advantage.
Additional Information:
1. Other similar positions at the same level may be filled from this Vacancy Notice.
2. A written test may be used for screening purposes.
3. This vacancy is published in English only.
4. The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-Term and temporary appointments), 2. External candidates.
Annual salary: (Net of tax)
USD 67,611 at single rate
USD 72,605 with primary dependants
Post Adjustment: 45.1 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

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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