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Non-permanent St Procurement Officer (National Professional Officer)

la Organizatia Mondiala a Sanatatii in Kuala Lumpur, Malaysia

Vacancy Notice No: HQ/12/GSC/FT380
Title: Procurement Officer (National Professional Officer) - two positions
Grade: NO-B
Contract type: Fixed-Term Appointment

Duration of contract: Two years (initially)

Application Deadline: 11 November 2012

Duty Station: Kuala Lumpur, Malaysia

Organization unit: HQ/GSC Global Service Centre (HQ/GSC) /
HQ/GPL Global Procurement and Logistics (HQ/GPL)

The WHO Global Service Centre 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 administrative 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 unit is to develop global policies and procedures on contracting and procurement; 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:
The post is responsible for purchasing or evaluating suppliers for a vast range of commodities for WHO's technical programmes and projects. The National Professional Officer provides administrative support, advice on procurement and logistics matters, market possibilities, development of specifications and delivery schedules to the Procurement Officer. He/she provides knowledge and competencies for the GCP Unit.
He/she may also be involved in conducting training and prepares and updates training material and related documentation. This position may replace other National Professional Officers within the Unit at the same level, during absences.

Under the direct supervision and guidance of the Procurement Officer, the incumbent performs the following duties:
1) Procurement forecasting 10%;
Collaborate with technical units in preparing procurement forecasts. The incumbent extracts data from the Global Management System (GSM) and other sources, searches out market information and prepares the analysis. The Incumbent may be asked to participate with, or replace of the supervisor in meetings with suppliers or technical units.
2) Managing Catalogues 20%;
The Global Catalogues in the Global Management System (GSM) are made available for global purchasing to all WHO offices worldwide (HQ, Regional and Country Offices). Under the supervision of the Procurement Officer, the incumbent ensures that all new and modified items supplied are reflected in the 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 signed with suppliers.
3) Requests for Price Estimates 25%;
Once the Request for Price Estimate (RPE) has been raised through GSM by the technical unit or Regional Unit, the NPO identifies suitable providers; issues offer solicitations as warranted by the procurement magnitude and circumstances; evaluates offers; consults with the pertinent technical unit as appropriate; recommends award of contract; prices the RPE in the GSM for units to convert into requisitions, as appropriate; ensures the consistency of the data recorded in GSM.
4) Reimbursable Procurement 5%;
Reimbursable procurement is a process whereby WHO procures goods or services on behalf of Member States, intergovernmental bodies, other UN Agencies, NGOs, or other entities. Under the supervision of the Procurement Officer, the incumbent solicits offers and recommends the appropriate procurement; prepares the pro-forma invoice to be sent to the requesting entity; carries out the related procurement process; liaises with the logistics unit to ensure reliable and efficient delivery; assumes responsibility for the follow-up; takes charge of the invoicing process and the refund of the unspent balance, if any.
5) Request for Quotations (RFQ) and other kinds of offer solicitation 25%.
The incumbent determines the adequate type of solicitation method according to the procurement level and specific circumstances, in compliance with the pertinent manual provisions. He/she obtains offers from vendors, tabulates them and carries out their evaluation. He/she prepares the adjudication report and, upon approval by the supervisor, submits it to the technical unit, Technical Committee or Contract Review Committee, as required; conducts routine price negotiations in conjunction with, or under the guidance of, the supervisor.
6) Procurement Training to WHO staff 5%
The incumbent participates extensively in the training process. The incumbent may conduct training sessions in conjunction with, or in lieu of, the supervisor; he/she liaises with the pertinent units to established the training planning, develops/updates training material as necessary (e.g. UPKs, instruction documents, clarification notes, etc.).
7) Liaising with technical units (5%)
Under the supervision of the Procurement Officer, the incumbent facilitates the flow of information and serves as the interface between technical units and the Global Contracts Unit.
8) Other duties as required including, inter alia, matters relating to excise duties and other taxes, and follow-up of shipping and logistic matters. (5%)

University degree in business administration, computer science, engineering or any field related to the work of the unit.
Certified training in procurement, especially under UN procurement certification programme or a related subject area would be an advantage

WHO Competencies
- Ensuring the effective use of resources;
- Building and promoting partnerships across the organization and beyond;
- Fostering integration and teamwork;
- Communicating in a credible and effective way;

Essential skills:
- Proven problem solving and statistical analyses capacity;
- Ability to manage and priorities among projects.
- Demonstrated ability to document and communicate, in both verbal and written form, to various levels in the organization, including senior management;
- Ability to work independently and especially under pressure in emergencies;
- Excellent analytical skills and strong attention to details;
- Good negotiation and supplier/customer relationship management skills;
- Good knowledge of standard office software.

- Good knowledge of Oracle transactions in Procurement modules
- A sound knowledge of best practices of procurement and guidelines provided by UN or leading procurement entities;
- Working knowledge of commercial law (preferred)
- Knowledge of procurement procedures of WHO or other Un-system organization; technical knowledge of types of supplies and goods purchased by WHO for headquarters, Regional offices and field projects;

- At least 3 years' experience in procurement and servicing of supplies and equipment as used by WHO.
- Experience in commercial practices; extensive experience in the practical application of price/costs analysis techniques and processes.

- Experience in purchasing within an ERP environment;
- Experience of procurement in WHO or other International Organization;
Excellent knowledge of English both written and spoken.
Good working knowledge of French an advantage.
Additional Information:
This vacancy is open to Malaysian nationals only.
Only candidates under serious consideration will be contacted.
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)
MYR100,600 - net of tax at single rate

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.

Source: WHO.

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