Procurement/Logistics Assistant

Mission and objectives

Founded in 1948, WHO is the United Nations agency that connects nations, partners and people to promote health, keep the world safe and serve the vulnerable – so everyone, everywhere can attain the highest level of health. WHO leads global efforts to expand universal health coverage. We direct and coordinate the world’s response to health emergencies. And we promote healthier lives – from pregnancy care through old age. Our Triple Billion targets outline an ambitious plan for the world to achieve good health for all, using science-based policies and programmes. WHO works worldwide to promote health, keep the world safe, and serve the vulnerable. Our goal is to ensure that a billion more people have universal health coverage, to protect a billion more people from health emergencies, and provide a further billion people with better health and well-being.

Context

To provide support to the country office in the timely procurement of goods & services ensuring effectiveness, transparency, and integrity of the procurement process. *Objectives of the Programme and the immediate Strategic Objective To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams. The incumbent will work under the direct supervision of the Operations Manager,and the overall supervision of the Operations Officer in a normal office environment. Guidance is provided in the form of procurement guidelines and administrative instructions. Supervisors determine priorities on the basis of changing and ad-hoc requirements. The incumbent performs day to day and routine tasks independently. Complex issues or exceptions from established procedures are discussed and resolved with the supervisor. National UN Specialist Volunteers in Djibouti are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of DJF 296,333 • Annual and learning leaves • Medical and life Insurance • Free access to different learning platforms. For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service You can check full entitlements at the duty station at https://app.unv.org/calculator.

Task description

The incumbent will perform the following duties: 1. Participate in the analysis and preparation of procurement of goods for different technical and emergency programmes, ensuring adherence to the standard World Health Organization (WHO ) guidelines on procurement, accuracy of information, completion of required supporting documents, and checking availability of funds. 2. Using the Global Supply Management (GSM) system, initiate local purchase requests for both catalogue and non-catalogue items efficiently to be submitted by the supervisor, monitor status, and ensure timely processing of requests and delivery of goods and services. Draft purchase order amendments when required, provide justification, and upload supporting documents in the Retail Management System (RMS). 3. Participate in the preparation of requests for price estimates for non-catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or Headquarters (HQ), and implement related procurement decisions taken by technical units and the supervisor. 4. Assist in drafting bid invitations and related correspondence, compiling offers, preparing summaries of bids including information on price and conditions of the offer, as well as drafting adjudication reports. 5. Arrange meetings of the Country Procurement Committee by identifying suitable dates with partners, compiling, and disseminating necessary background documents related to the cases to be presented. 6. Maintain and update the suppliers’ database, including completion of supplier evaluation forms for all suppliers contracted by the WHO office. 7. Participate in the preparation of periodic procurement reports and briefings on the status of all transactions for the review of the supervisor. Assist in initiating correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions, and recommend solutions. 8. Perform other duties related to the area of work and replace colleagues, mainly the Assistant to the WR, as required.

Required education level

Bachelor's degree in Essential: Completion of secondary education, supplemented by training in a field related to the work performed Desirable: University degree in business administration, social sciences or a related field is an asset. Professional qualifications in procurement such as (CIPS) is added advantage .

Competencies and values

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Skills and experience

*Essential At least 3 years progressive experience in procurement Desirable Relevant experience in the UN system - Very good knowledge of Microsoft applications. - Knowledge of ERP/Oracle applications is an asset

Area(s) of expertise

Logistics, procurement, commodities

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