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OBJECTIVE OF THE OFFICE/DEPARTMENT
This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
The range of procurement/acquisition support functions performed cover the full spectrum of purchasing activities. Duties typically involve the interpretation and application of complex procurement rules and procedures relating to medical supplies and equipment, the recommendation of preferred vendors, the provision of related training and the guidance of support staff in the provision of services. Decisions relate to planning the necessary processes, recommending appropriate courses of action and preparing documentation, which affect the effectiveness of the services involved. Frequent contacts with staff members throughout the office as well as extensive external contacts to provide or collect a variety of information, ensure common understanding, clarify and/or resolve operational arrangements on issues or services of importance to the Organization.
DESCRIPTION OF DUTIES
Under the general supervision of the PAHO/WHO Representative (PWR) and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Coordinate all procurement activities, verifying that all transactions are done in accordance with established rules, regulations, and procedures; consolidate reports, communicate with counterparts and providers, control, monitor and follow up on the delivery of goods and services;
b) Coordinate the preparation of the annual procurement plan and monitor implementation;
c) Process, review and analyze local and international purchase requests; prepare purchase orders, contracts and amendments. Review invoices and other procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotation, invitations to bid or request for proposals; verify availability of funds; draft Contract Review Committee justification forms, as required and secure necessary approvals; calculate and process tax exemptions, exports licenses, customs clearances, etc.;
d) Submit for approval of PRO, procurement actions that are above the delegation of authority of the PWR;
e) Review offers for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;
f) Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, following-up on government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finance, and Customs Office, etc.;
g) Coordinate the general process of purchase orders; prepare local invoices and prepare them under the Procurement Refundable Systems and the Revolving Fund; maintain payment information up-to-date and generate correspondence; maintain databases and process procurement actions utilizing the procurement system; maintain purchase control files, monitor and follow up on all purchases; close out files after all actions have been completed;
h) Monitor the entry and delivery of purchases, supplies, and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement[1]related matter; coordinate logistics of customs clearance of imports.
i) Initiate and/or approve, monitor and report on procurement-related actions in the PASB Management Information System (PMIS);
j) Prepare instructions for day-to-day operations, administrative procedures, etc.; prepare correspondence on own initiative, or from verbal instructions; enter data on computerized system; generate statistical or ad-hoc reports, as requested;
k) Monitor and ensure with technical teams that all purchases made for donation are properly delivered, received and acknowledged; ensure that files of goods purchased for internal use are duly registered in the inventory by General Services;
l) Perform other procurement related duties such as: answer telephone queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in process;
m) Create and maintain a database of suppliers in accordance with established procurement guidelines and procedures;
n) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: Certificate of completion of high school.
Desirable: Specialized training at the college, university or business school level with emphasis on procurement, logistics, administration or finance would be an asset.
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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.
Experience:
Essential: Five years of experience in procurement work and/or logistics, or three years of experience in procurement work and/or logistics, and one year of college or university level courses towards a declared minor/major in the area of procurement/logistics or two years of experience in procurement work and/or logistics, and two years of college or university level courses towards a declared minor/major in the area of procurement/logistics.
Desirable: Experience in procurement of health-related commodities and in e-procurement systems would be an asset.
SKILLS:
PAHO Competencies:
· Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
· Teamwork: Collaborates and cooperates with other/Deals effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
· Respecting and promoting individual and cultural differences: Relates well to diversity in others and capitalizes on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
· Communication: Expresses oneself clearly when speaking/Listens/Writes effectively/Shares knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
· Knowing and Managing Yourself: Remains productive/Continuously learns - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
· Producing results: Works efficiently and independently/ Delivers quality results/Takes responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
Technical Expertise:
– Theoretical and practical knowledge of local and international procurement and its operations.
– Knowledge of procurement contracting principles and terms; ability to interpret rules and regulations; ability to plan and execute procurement activities using an integrated approach.
– Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions, such as: monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures, etc.
– Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making in respect of procurement related matters.
– Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
– Ability to write/originate routine and non-routine correspondence and reports.
Languages:
Very good knowledge of English. Knowledge of Spanish would be an asset.
IT Skills:
This vacancy is archived.