Procurement Assistant

The Procurement Assistant supports procurement activities by analyzing and processing requests for goods and services, ensuring adherence to WHO procurement guidelines, and maintaining supplier databases. The role involves drafting purchase orders, bid invitations, and procurement reports, as well as coordinating procurement committee meetings and liaising with technical units and suppliers.

Responsibilities

• Analyze and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.
• Using GSM, initiate local purchase requests for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods and services.
• Draft purchase order amendments when required, provide justification and upload supporting documents in RMS.
• Prepare requests for price estimates for non catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor.
• Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.
• Arrange for the meetings of the Country Procurement Committee by identifying with partners suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.
• Maintain and update the suppliers' database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.
• Prepare periodic procurement reports and briefings on the status of all transactions for the review of the supervisor.
• Initiate correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions, and recommend solutions.
• Perform other duties related to area of work, and replace colleagues as required.

Requirements

• Completion of secondary education, supplemented by training in a field related to the work performed.
• University degree in business administration, social sciences or a related field is an asset.
• At least five years' progressive experience in procurement.
• Relevant experience in the UN system is desirable.
• Proven knowledge of procurement regulations and procedures.
• Demonstrated negotiation skills.
• Very good organizational skills, ability to meet deadlines.
• Good analytical skills.
• Expert knowledge of English.
• Expert knowledge of Arabic.
• Beginners knowledge of French is desirable.

Skills

• Procurement Regulations
• Procurement Procedures
• Negotiation Skills
• Organizational Skills
• Analytical Skills
• Purchase Order Drafting
• Bid Invitation Preparation
• Procurement Reporting
• Supplier Database Management
• Procurement Coordination
• WHO Procurement Guidelines
• UN Procurement Process
• Secondary Education
• Business Administration
• English Language
• Arabic Language

Languages

English, Arabic, French