Assistant (Purchasing)

• Country: Lyon, France
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WHO
• Gender: Both
• Deadline: 2024-02-17

POSITION OBJECTIVE

The International Agency for Research on Cancer (IARC), headquartered in Lyon, France, is the agency of the World Health Organization (WHO) responsible for the fight against cancer. The aim of IARC is to promote international collaboration in cancer research.

The role of the Research Support Section (SSR) is to support the achievement of IARC’s scientific objectives through efficient and effective management of the Center’s resources and the provision of administrative services, ensuring responsible mitigation of risks and implementing strategies to build capacity and maximize IARC’s impact.

The primary objective of the Administrative Services Unit within the SSR Branch is to provide a wide range of services, including but not limited to procurement, conference services, building management and security.

Under the supervision of the Assistant (Purchasing) and the Internal Services Administrator (ASO), the incumbent assumes certain responsibilities within the Purchasing Department (ASO/SUP).

JOB DESCRIPTION

Under the direct supervision of the Principal Purchasing Assistant and under the general direction of the Administrative Services Manager, the incumbent will perform the following duties:

RELATIONSHIP WITH INTERNAL TEAMS

1) Inform users (price-deadlines, etc.)

2) Study of end user needs

3) Various contact with the different services (BFO-BA-technical teams etc.)

4) Various contact with the different services (DAF-DIR)

COMMERCIAL/SUPPLIER RELATIONS

1) Sourcing – monitoring – reference search (catalogue/internet)

2) Request for quote (one-off purchase)

3) Price comparison   (one-off purchase)

4) Analysis of annual offers (Long Term Agreement)

5) Negotiations of annual offers (Long Term Agreement)

6) Choice of supplier

7) Management of supplier disputes (returns/invoices etc.)

8) Supplier follow-up (deadlines) – order tracking

9) Monitor the execution of contracts (basis = user / dispute = user linked to Purchasing)

10) Supplier evaluation – performance monitoring

CALL FOR TENDERS OR CONSULTATION GREATER THAN €15K

Main areas: related to the IT team: equipment or developments related to computing and communications including software licenses and cutting-edge technologies, goods and services related to general services and projects in the field of scientific studies and other fields according to the needs of the Purchasing Department:

1) Participation in review of the specifications and working group meetings

2) Drafting of tender documents

3) Publication, launch of the tender and monitoring (supplier responses)

4) Analysis and synthesis of tender offers

5) Negotiation (if applicable)

6) Writing of the award report

7) Waiver of competition process

8) Presentation to CRC members

LEGAL/LEGAL

1) Submission of suppliers’ general conditions to the legal department and the CFO

2) Negotiations/exchanges with the IARC legal representative, internal applicants and suppliers on legal points

3) Drafting of some contracts and/or amendments, before validation by the Legal Department/DAF

“in the field” SCIENTIFIC UNITS PROJECT

1) Analysis of the logistical constraints of the project with the PI (local WHO office, other constraints, feasibility, risk assessment for the IARC ex data/medical, etc.)

2) Discussion and support provided to the PI   (planning, discussions on constraints in the field, etc.)

3) Sourcing in the field, technical/regulatory/contractual constraints to be respected

TRANSPORT RELATED TO PURCHASES

Cross-border purchasing for in-the-field studies with regulatory constraints, customs, storage temperature, nature of products, etc. for equipment, consumables and reagents (risk management)

ERP INPUT

1) Entering orders into the ERP

2) CB order placement with initiation of the CBA workflow

3) Entering rates into the ERP

4) Checking rates in the ERP

5) Miscellaneous ERP entries (supplier records/assets/item records etc.)

IT TOOLS – ERP – BI – EXCHANGES WITH ITS

In the absence of the ERP/BI referent of the Purchasing Department, mastery of processes related to purchasing and their implementation in IT tools (SAP, mass pricing feedback (LTA), Sharepoint and workflow etc.)

OTHER

1) Ensure the operation of the Purchasing Department in the absence of the Assistant (Purchasing), under the control of the hierarchical superior at the 2nd level,

2) Delegation of signing of orders whose amount is less than €3,000 excluding tax in the simultaneous absence of the Assistant (Purchasing) and the hierarchical superior at the 2nd level.

3) Perform any other related tasks as needed

SKILLS:

• Teamwork.
• Respect and promote individual and cultural differences.
• Communication.
• Produce results.

EDUCATIONAL QUALIFICATIONS

EDUCATION

Essential : Secondary school diploma or equivalent, followed by specialized training in the field of purchasing, administration or in a relevant field, attested by a diploma (BTS or equivalent).

Desirable: University degree in a relevant field.

PROFESSIONAL EXPERIENCE

Essential: Experience of at least three years in an administrative function within a purchasing department, with good knowledge of customs practices. Experience in negotiation within a purchasing department.

Desirable:   Experience within a multinational company, an international or governmental institution with, if possible, laboratory and/or scientific research activity.

USE OF LANGUAGE SKILLS

Excellent knowledge of French and good working knowledge of English.

SKILLS

1. Excellent organizational and management skills, and ability to work within a team.
2. Ability to work and respond to conflicting and simultaneous demands, within a multicultural team. Tact, diplomacy and discretion.
3. Ability to learn and put into practice IARC administrative and financial procedures.

OTHER SKILLS (IT SKILLS)

Knowledge and good ability to use the Microsoft O365 software suite and Microsoft Teams.

REMUNERATION

The fixed remuneration for the above position currently amounts to 3,396 euros per month, and is expressed net of income tax but before deduction of employee contributions for compulsory participation in the Joint Staff Pension Fund of the United Nations (UNJSPF) and the Organization’s private insurance plans covering health, accident, sickness and disability.

Other benefits include different types of leave and allowances for dependent family members.

The employment status is that of an international civil servant.

Note: Due to the legal status of WHO/IARC as an international organization, its staff do not contribute to or generate benefits in the French compulsory health insurance, old age/retirement insurance or unemployment schemes (“Pôle-Emploi”) throughout the period he is employed by the Agency.

APPLY NOW