Procurement Assistant II Grade: G5

OBJECTIVES OF THE PROGRAMME : The Area of Procurement and Supply Management, (PRO) processes a wide range of procurement and contracting actions in support of health related activities and administrative support requirements for Country Offices, Centers and Headquarters Offices. PRO also processes procurement actions in support of PAHO/WHO Regional Offices.

Description of duties: Under the general supervision of the Manager, Procurement and Supply Management (PRO), and the direct supervision of the Procurement Specialist, Shipping & Expediting (PRO/SE), the incumbent is responsible for, but not necessarily limited to, the following assigned duties: a) Process the shipment of mostly perishable materials; verify the total cost of assigned purchases against purchase orders for accuracy; maintain a strict call-up system to ensure timely action on procurements; record progress of shipments in the procurement system; review vendor acknowledgements for acceptance of all terms and conditions; bring exceptions to the attention of the responsible officer; b) Examine and transmit the status of shipment notices to consignees and other parties; maintain separate freight forwarder files; authorize forwarders to effect shipments by air or sea, as well as consolidated shipments; verify with forwarders and/or suppliers whether consignments are being sent in completed or partial shipments; trace lost or delayed shipments to ensure proof of deliveries are received in support of invoices; c) Process payment invoices; create the receiving report, invoice header and computerized voucher check or electronic wire transfer; ensure that information provided in the original invoice of the supplier matches the purchase order and the receiving report; send accounting information and payment instructions to Commercial Payments for those requiring manual processing; d) Initiate requests for insurance claims on lost or damaged goods; coordinate the replacement or repair of goods with freight forwarders and/or suppliers; initiate requests for export licenses when necessary; e) Reconcile statements from freight forwarders and suppliers by obtaining information from the financial system (FAMIS) and procurement system (ADPICS) to verify the status of payments effected by Financial Resources Management (FRM); f) Review assigned procurement control files to determine that all actions have been taken to close out completed files; prepare the dispatch of closed files of purchase orders to Archives based on standard procedures; g) Work as a team member to perform other duties as assigned or to assist in the absence of other staff.

REQUIRED QUALIFICATIONS

Education: High school diploma with formal training in the commercial or administrative field.

Skills: Key Behavioral Competencies -- Intrainstitutional Action: Acts in a manner that is consistent with the policies the Organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable. Behaves consistently in accordance with the Code of Ethics of the Organization. -- Communication: Establishes and proactively engages in productive dialogues in one's work inside and outside the Organization, and assists in the building of consensus. Seeks to share information with others within the Organization, both face to face and through communication and information technology systems as appropriate. -- Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information. -- Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction. -- Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams. -- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages. -- Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work. Technical Expertise -- Ability to integrate and apply procurement operational guidelines. -- Ability to plan, organize, coordinate and carry out administrative processes such as: budget and expenditures records, processing of supplies and equipment, preparation of reports, etc. -- Ability to apply skills in planning, organizing, problem-solving of office management processes. -- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc. -- Ability to prepare working translations, and write/originate routine and non routine correspondence and reports in English and Spanish. IT Skills Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.

Experience: Five years of experience in administrative work related to procurement or three years of administrative work related to procurement, and one year of college or university level courses towards a declared major/minor in the area of business administration/procurement/finance.

Languages: Very good knowledge of English and Spanish.

Additional Information: PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. ADMINISTRATIVE/SUPPORT POSITIONS IN WASHINGTON, D.C. ARE OPEN TO WASHINGTON, D.C. METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (US CITIZENSHIP OR PERMANENT RESIDENT ALIEN CARD/GREEN CARD). CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES. THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.

Annual salary: (Net of tax) US$ 40,556.00 at single rate US$ 40,556.00 with primary dependants

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.