19 October 2017
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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/FT305
Title: Procurement Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  2 years (initially)
Date: 20 June 2014
Application Deadline: 11 July 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)
GCP - Global Contract and Procurement
The WHO Global Service Centre (GSC) 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 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.
Description of duties:
Incumbents work under the supervision of a National Procurement Officer (NPO) and shares the responsibility and accountability for the processing of transactions in line with the Service Level Agreement (SLA) in the most cost effective manner.

The post is responsible to give administrative support to the Global Contract and Procurement unit (GCP). This position may replace other procurement assistants within the team unit at the same level, during absences.

Specifically the incumbent will:
a) Request for Quotations (RFQ) and other kinds of offer solicitation.
- The incumbent assists, under guidance from Procurement Officer for the adequate type of solicitation document according to the simple procurement in compliance with the pertinent manual provisions. Under the direct guidance of supervisor, he/she obtains offers from vendors as agreed by the supervisor, tabulates them and present to the supervisor for review. If required, he/she prepares the draft adjudication report.

b) Request for Price Estimate (RPE) lines Process.
- The incumbent assists the supervisor to price the RPE lines assigned to him/her as adjudicated by he/her supervisor and to ensure whole process of pricing is completed in timely manner.

c) Review Purchase Order (PO).
- The incumbent ensures that all POs assigned to him/her are processed in a timely manner and that all information requested by shipping/processing unit is included. This includes active communication with suppliers and WHO countries and regional offices with prior permission of supervisor.

d) Catalogue Management.
- Under the direct supervision of the Procurement Officer, the incumbent enters/modify items in the WHO GSM catalogue; systematically maintains all the item information up to date, particularly short description, long/special description, pictures, weight, volumes, minimum quantity, special conditions, etc., according to the pertinent Long Term Agreements (LTA) signed with suppliers.

e) Other Administrative Support.
- Ensure all suppliers contacts, products description data bases etc. are update and well maintained. Responsible of the archiving of all files and documents received (soft and hard copy), meeting room booking etc.

f) Assistance in Reimbursable Procurement.
- Incumbent assists the supervisor to prepare the pro-forma invoice and subsequent invoicing process. Also assists in external/supplementary record keeping.

g) Data Extraction and reports.
- As desired by supervisor, the incumbent extracts data from GSM relating to procurement and also compiles various procurement reports, as and when needed.

h) Any other duties requested by Supervisor.
- Completion of secondary school education or its equivalent.

- Certified training in procurement or related subject area would be an advantage.
- Knowledge of products normally procured by WHO projects would be an advantage.
- Knowledge of basic procurement procedures of the UN/WHO.
- Ability to work with limited guidance of supervisor.
- Ability to use computer systems pertaining to the treatment and processing of procurement.
- Proficiency in the use of MS Word and MS Excel.
- Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.

WHO Core competencies:
1. Producing results.
2. Communicating in a credible and effective way.
3. Fostering integration and teamwork.

- A minimum of 5 years relevant experience of which 2 years with exposure to procurement activities with completion of secondary school or;
- 4 years with the first level University Degree or;
- 3 years with an Advanced University Degree.

- Advanced knowledge and experience using Oracle e-business suite and/or similar ERP systems will be an advantage.
- Knowledge of products in the area of any fields such as medical devices, pharmaceuticals and biologicals including reagents, cold-chain, field equipment etc. will be an asset.
- Excellent knowledge of English, both written and spoken.

- Working knowledge of French and/or another WHO official language would be an added advantage.
Additional Information:
- This vacancy is open to candidates in the local commuting area.
- Only candidates under serious consideration will be contacted.
- Other similar positions at the same level may be filled from this Vacancy Notice.
- A written test may be used for screening purposes.
- 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)
MYR 45,838 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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