Procurement Assistant, Gaborone, Botswana

Closing date: Monday, 15 April 2024

Procurement Assistant

( 2402871 )

Grade : G7

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 years

Job Posting: Mar 26, 2024, 9:53:21 AM

Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system

DESCRIPTION OF DUTIES

Under the general supervision of the National Procurement officer and general guidance of the Operations Officer,the incumbent performs the following functions: Receives and reviews purchase requests for goods and services from Requestors (in Technical Units) for clarity, compliance, detail, completeness, and obtains additional information considered necessary; Compiles lists of sources of procurement (supplier database), to request for quotations and proposals for bids and liaises with potential suppliers; Reviews and performs analysis of responses from suppliers as required by WHO rules. Compiles and analyzes information contained in quotations or proposals to select the most competitive supplier; Prices Requests for Price Estimate (RPE) when using the Procurement Module of Global Management System; Tracks the status of requisitions and updates procurement tracker; Responses to Requestors and Suppliers enquiries about status of orders, charges and cancellations; Maintain the required stock piles of essential incident management equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc. Oversees the Travel and Events management, including planning and monitoring of WCO travel within and outside the country. Oversees the management of the fleet, including planning and monitoring fleet movements and overseeing the maintenance of vehicles. Liaises with counter parts in the Regional Office, at HQ/Geneva and brings any problem that might need the support of the Global Service Center (GSC); Liaise with the receiving unit and coordinate the completion of the supplier performance evaluation and upload it in the PO ECM; Ensure accuracy of entries by checking information registered in the CSU Fixed Assets Register; Administrate the sale of Assets that are no longer in use in accordance with the approval of the WR. Supervise periodic physical verification (at least once every biennium) of all WHO Assets and reconcile them against the Fixed Asset register. Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed off). Coordinate the transfer of assets from person-to-person or unit-to-unit and ensure that this is reflected in the central fixed assetsSupervise the process of disposal of obsolete assets and ensure that assets are disposed off in the best interest of the Organization and that records are updated in the Fixed Asset RegisterREQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education or equivalent.Additional training in business administration and management proceduresDesirable: Training in Procurement and Supply management in WHO or UN system will be an advantage. Higher education an asset

Experience

Essential: At least10 years’ experience in general Procurement and Supply work. Some experienceDesirable: Experience in of purchasing in an ERP such as Oraclee-business environment will be an asset; Import and Export Business such as customs clearing and forwarding ; other areas such as Administration, Program Management, would be an asset.

Skills

Ability to identify various categories of supplies and equipment to facilitate procurement.Ability to acquire (and apply) a sound knowledge of policies, practices and procedures connected with assigned duties;Ability to work with minimum supervision;Ability to use systems pertaining to the treatment and processing of procurement such as the WHO Global Management System (GSM). Ability to use standard Office software such as Word,Excel and PowerPointWHO Competencies

TeamworkRespecting and promoting individual and cultural differences

Communication

Moving forward in a changing environment

Producing results

Use of Language Skills

Essential: Expert knowledge of English.DesirableREMUNERATION

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 BWP 342,153 (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 that 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 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 staff. 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. eIJqfDl vXePs
  •  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 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 final candidates.
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  •  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 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  •  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.
  •  This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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