- World Health Organization
- Kuala Lumpur, Malaysia
- Closing Date : 3 February 2017
| 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: 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. - Provide advice, guidance or coaching and share information and practises to other staff in the team, which aim at improving the team's working efficiency. - Participate and contribute actively in a working group related to policies, standard operation procedures improvement and relevant projects when necessary. - 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); - Liaising with Technical Units; - Assisting in contract management, supplier management, market research, report preparation and analysis. Processing Team: - Carry out transactional processing of purchase requests for Goods and Services procurement. Validate the purchase requests received from WHO offices worldwide 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 requests 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 requests originators. - Cancel and/or Finally Close the Purchase Orders upon request by originators or other valid source. - Contribute actively in value-added or ad-hoc tasks, e.g. report preparation, statistics extract, analysis or issues, audit queries etc. - Participate and 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 optimise transportation cost. - Manage generic shipping mailbox. - Validate and 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. WHO only considers higher educational qualifications obtained from an accredited institution in the World Higher Education Database (WHED). The list can be accessed through the link: http://www.whed.net/ | |
| Skills: Essential: - Ability to handle and prioritize a high volume of notifications, transactions and reporting needs. - Meticulous and detail-oriented. - Sound judgement, integrity and tact when dealing with others. - Ability to brief others and explain procedures. - Demonstrated skill and proficiency in the use of computers and information technology. - Expertise in the use of MS Office and Web-based software. Desirable: - Knowledge of best practices of procurement or other leading procurement entity. - Knowledge of procurement procedures of WHO. - Technical knowledge of types of services, supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects. WHO core competencies: 1. Teamwork 2. Respecting and promoting individual and cultural differences 3. Communication 4. Producing results 5. Moving forward in a changing environment | |
| Experience: Essential: - At least 8 years of relevant experience (processing, transactions, service centre or other business) of which at least 2 years exposure to procurement / shipping activities or; - 6 years with a relevant first level university degree or; - 5 years with a relevant advanced university degree. Desirable: - Experience in the use of an ERP system such as Oracle. | |
| Languages: Essential: - Excellent knowledge of English, both written and spoken. Desirable: - Knowledge of French, both written and spoken. | |
| 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; including those of a temporary nature, for a period of 12 months. - A written test may be used for screening purposes. Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance. Annual salary ranges from MY52,727 to MYR66,792 depending on qualifications, skills, and experience. Please visit the following website for information on WHO: http://www.who.int This vacancy notice is published in English only. | |
| Annual salary: (Net of tax) MYR 52,727 at single rate | |
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