Avis de recrutement : OMS recrute un(e) Assistant(e) en approvisionnement basé aux Etats-Unis.
OBJECTIVES OF THE PROGRAMME
The WHO Global Service Centre (GSC), Malaysia, provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, account payable and support of corporate IT applications. The aim of this Centre is to serve as the global processing and 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 (GPL) 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
Procurement processing includes a number of high-volume tasks, which nevertheless require close attention to detail. The incumbent will be responsible for the day-to-day operations related to procurement activities under supervision of Supervisor(s) and work in close collaboration with colleagues in GPL, GSC, Head Quarters (HQ), Regional Offices (RO) and Country Offices (CO).
Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within GPL as determined by the Coordinator, GPL which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required. General duties and responsibilities (for all teams):
- Deliver responsive services to customers and stakeholders in alignment with the GSC Service Catalogue through processing requests received in ERP workflow; requests assigned through other corporate systems; or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.
- Prioritize and follow up closely on the pending tasks to resolve within response times set out in the Service Catalogue.
- Take initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.
- Respond to enquiries and provide support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.
- Assist with identification of system issues or enhancements, and in testing fixes and solutions.
- Perform ad hoc assignments, special projects and all other related duties when required.
Each unit in GPL has team-specific duties over and above those described above.
Contracting and Procurement Team:
- Purchasing or evaluating suppliers for a vast range of commodities for WHO’s technical programmes and projects.
- Providing administrative support, advice on procurement and logistic matters, market possibilities, development of specifications and delivery schedules.
- Assisting in procurement forecasting.
- Assisting in Managing Catalogues.
- Assisting in Reimbursable Procurement.
- Assisting in Requests for Price Estimates.
- Assisting in Requests for Quotation (RFQ).
- Assisting in Procurement Training to WHO staff.
- Liaising with Technical Units.
Processing Team:
- Carry out transactional processing of purchase requests for Goods and Services procurement. Validate the purchase requests received from WHO offices globally and process them to Purchase Orders. Validation by peers or supervisor is required based on validation threshold. In the event of a discrepancy during validation, the incumbent shall liaise with the request’s originators for necessary clarifications and remedial actions.
- The incumbent may approve Purchase Orders up to the authorized limit.
- Issue Purchase Orders on timely basis to suppliers and update status in the GSM system and internal monitoring tools.
- Follow-up on the signed copy of Purchase Orders from supplier and enter receipt in the GSM system.
- Amend the Purchase Orders (when applicable) if a revision is required by the request’s originators.
- Cancel and/or Finally Close the Purchase Orders upon request by originators or other valid source.
- Assist in value-added or ad-hoc tasks, e.g., report preparation, statistics extract, analysis or issues, audit queries etc.
- Contribute in a working group related to policies, standard operation procedures improvement and relevant projects when necessary.
Shipping Team:
- Monitoring and follow up of Global Shipments.
- Entering receipt in GSM for goods shipped by the forwarding company.
- Create and approve Shipping and Insurance PO.
- Processing Freight Invoices and submission for payment to Finance.
- Perform freight comparison to optimize transportation cost.
- Assist in the GSM period/biennium closure procedures and reporting, as required.
REQUIRED QUALIFICATIONS
Education
Essential:
– Completion of secondary school education or its equivalent.
Desirable:
– Higher education.
– Certified training in procurement or a related subject area.
Experience
Essential:
– At least 5 years of relevant experience (processing, transactions, service centre or other business) of which at least 2 years exposure to procurement / shipping activities or
– 4 years with a first level university degree or
– 3 years with an advanced level university degree.
Desirable:
– Experience in the use of an ERP system such as Oracle.
Use of Language Skills
Essential:
– Expert knowledge of English.
Desirable:
– Intermediate knowledge of French.