Organization: WHO – World Health Organization
Location: Nairobi
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Procurement
Closing Date: 2024-09-17
OBJECTIVES OF THE PROGRAMME
The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
PURPOSE OF THE POSITION
In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the Procurement Assistant will be responsible for the day-to-day operations related to procurement activities.
DESCRIPTION OF DUTIES
Experience procuring medical category goods and general services.
Transactional procurement experience from needs definition, sourcing, and vendor selection to award.
Assist in drafting tender documents such as Invitations to Tender, Requests for Quotations, Requests for Proposals, and Expressions of Interest, ensuring compliance with WHO requirements.
Review, process, or dispatch Requests for Price Estimates (RPEs). Conduct market research, verify past PO data, or issue tenders to price RPEs.
Support the forecasting of procurement for goods and services.
Provide procurement status reports, data, and statistics in accordance with procedures.
Review purchase requisitions in the ERP system, draft Purchase Orders (POs), send them to GPL for finalization, and dispatch approved POs to Procurement Initiators.
Assist the procurement officer in preparing and requesting bids, evaluating offers, negotiating with counterparts, following up on requests from the Global Service Center (GSC), and executing purchase contracts.
Support contract management to ensure timely delivery of goods and services, timely PO amendments, and effective dispute resolution.
Perform the Order Administrator function in the Global Management System (GSM), including the creation of Purchase Requisitions and converting Request for Pricing Estimates (RPEs).
Assist in preparing a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
Maintain communication and liaison with internal and external stakeholders, including the Regional Procurement Office, Global Service Centre (GSC), Technical Officers, and other partners on procurement and logistics tasks, and update status.
Ensure the verification, certification, and processing of invoices for goods and services delivered through the WHO payment system.
Using tracking tools, follow up on target dates and deadlines, ensuring that correspondence and queries are responded to promptly.
Perform any other duties as assigned.
REQUIRED QUALIFICATIONS
Educational (Qualifications)
Essential
Completion of secondary education or equivalent is required.
Desirable
Technical or university courses related to business administration, procurement, contract/commercial law, or another relevant technical field.
Experience
Essential
At least height (8) years of relevant experience in procurement.
Desirable
Experience within UN or other international or multinational organizations will be an advantage
Skills
Experience in the use of an ERP system.
Meticulous and detail-oriented
Sound judgment, integrity, and tact when dealing with others
Demonstrated skill and proficiency in the use of computers and information technology.
Expertise in the use of MS Office, particularly EXCEL.
WHO Competencies
Communicating in a credible and effective way
Producing results
Fostering integration and teamwork
Respecting and promoting individual and cultural differences
Ensuring the effective use of resources
Use of Language Skills
Excellent knowledge of English is required.
Other Skills (e.g., IT)
ERP experience mandatory.
Work requires keeping up-to-date with new/changing procedures and regulations by studying software tools and automated GSM-Oracle systems, Information circulars, WHO Manual updates, and Standard Operating Procedures.
The incumbent maintains and updates proficiency in modern office technology and keeps abreast of changes in procedures and practices, rules and regulations, and organizational structure in the department, the cluster, and WHO.
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at KES 3,123,710 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
This vacancy notice may be used to fill other similar positions at the same grade level.
Only candidates under serious consideration will be contacted.
A written test and/or an asynchronous video assessment may be used as a form of screening.
In the event your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only Considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net. Some professional certificates may not appear in the WHED and will require individual review.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int.
An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.
WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
For information on WHO’s operations please visit: http://www.who.int
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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