Procurement Administrator - WHO - Kuala Lumpur, Malaysia

Vacancy Notice No: HQ/12/GSC/FT449
Title: Procurement Administrator (several positions)
Grade: G5  
Contract type: Fixed-Term Appointment
Duration of contract:  Two years (Intially)
Date: 21 November 2012
Application Deadline: 12 December 2012
Duty Station:  Kuala Lumpur, Malaysia  
Organization unit: HQ/GSC Global Service Centre (HQ/GSC) / HQ/GPL Global Procurement and Logistics (HQ/GPL)

OBJECTIVES OF THE PROGRAMME : The WHO Global Service Centre (GSC) provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, pension, procurement, accounts payable and support of specific corporate IT applications. The aim of the GSC is to serve as the global processing 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 & Logistics (GPL) team is 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 purpose of this position is to provide procurement support services within the WHO`s Global Service Centre in line with the Organization defined requirements. The incumbent shares the responsibility and accountability for the processing of transactions related to these services on a global scale against the agreed Service Level Agreement (SLA) in the most cost-effective manner. 1. (90% of time) The incumbent carries out transactional processing of purchase requests for goods and services. During the process, the incumbent validates the purchase requests received and if they meet the validation criteria, turns them into purchase orders and approves them or submits them for approval. In case the request is incomplete or contains errors that the incumbent cannot correct, the request will be returned by the incumbent to the originator for corrections and re-submission. Following the creation of the PO for goods, the incumbent proceeds to create the shipping PO for the forwarding company. The incumbent may approve PO up to her/his authorized limit, currently set at USD 20,000 for G5. Beyond this limit, the PO will be forwarded to the more senior procurement staff for approval, based on the approval hierarchy set up in GSM. Once approved, the incumbent identifies her/his PO and picks it from the GSC/GPL mailbox and sends it out to suppliers and follows up with supplier to receive the acknowledgement copy, files it in RMS and updates the end to end view in GSM. The incumbent is also responsible for entering receipt in GSM for goods shipped by the forwarding company or for counter-signed global contracts of services. If a revision to the PO is required, the incumbent will amend the PO and approve or submit it for re-approval. The approval process for the revised PO is the same as the original PO. 2. (2% of time) The incumbent assists in the GSM period/biennium closure procedures and reporting, as required. 3. (8% of time) The incumbent participates in working groups in order to improve standard operation procedures in the service centre and participates in policy working groups when required, working together with team and counterparts to implement new policies. 4. Other duties as required.

REQUIRED QUALIFICATIONS

Education: Graduation from secondary education. Certified training in procurement or a related subject area would be an advantage.

Skills: WHO Core competencies: 1. Communicating in a credible and effective way 2. Producing results 3. Fosters integration and team work Essential: -Ability to work independently; -Ability to use computer systems pertaining to the treatment and processing of procurement, such as the WHO Global Management System (GSM); -Ability to handle and prioritize a high volume of notifications, transactions and reporting needs; -Knowledge of best practices of procurement or other leading procurement entity would be an asset. Desirable: -Knowledge of procurement procedures of WHO; -Technical knowledge of types of supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects would be asset.

Experience: Essential: At least five years of relevant work experience of which at least two years are in procurement and the servicing of supplies and equipment as used by WHO. Desirable: Advanced knowledge and experience using Oracle e-business suite and/or similar ERP systems will be an advantage.

Languages: Excellent knowledge of English. Working knowledge of French would be an added advantage.

Additional Information: This vacancy is open to candidates in the local commuting area. Only candidates under serious consideration will be contacted. Other similar positions at the same level may be filled from this Vacancy Notice.

Annual salary: (Net of tax) MYR45,114 (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.

WHO is committed to workforce diversity.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.