Procurement Specialist

Washington D.C | Washington D.C | Washington D.C

Description of duties: Under the general supervision of the Director, Procurement and Supply Management (PRO), and the direct supervision of the Procurement Specialist, Corporate Procurement (PRO/CP), the incumbent is responsible for, but not necessarily limited to the following assigned duties: a) Process the purchase of a variety of commodities for the Organization; analyze purchase authorizations for adequacy of specifications and other requirements; work with domestic and international vendors to provide overall order fulfillment; negotiate and analyze costs; select or recommend sources of supply, as necessary, to ensure effective competition; b) Determine whether procurement will be by selective or competitive negotiation for procurement under level of Delegation of Authority (DOA);c) Work with sourcing teams, technical entities, and key stakeholders to develop on a timely basis request for proposals (RFPs). Request for Quotes (RFQs) and Invitation to Bids (ITBs) with specialized language specific to business requirements or commodities;d) Solicit bids or quotations; analyze them for conformity to specified requirements and for price, delivery and other considerations such as warranty, maintenance, compatibility, etc.; negotiate with suppliers and award contracts based on considerations of all factors;e) Prepare price estimates to provide price and availability information on products and services;f) Assert the method of shipment, indicating the correct condition of travel for the items - hazardous, etc., ensuring acceptance by consignee; report on shipping cost;g) Prepare and issue purchase orders, contracts and amendments; ensure inclusion of complete and accurate specifications, terms and conditions;h) Ensure timely follow ups and feedback to the requisitioners to ensure alignment with the information provided in the lead-time matrix;i) Work with domestic and international vendors to provide overall order fulfillment; negotiate and analyze costs;j) Review procedures followed by Country Offices and Centers in selecting contractors and approve or reject proposed contracts up to the delegation of authority level;k) Prepare justification and analysis reports for procurement over delegation of authority to be submitted to the Contract Review Committee (CRC) for approval;l) Assist in the planning, coordination and implementation of any special procurement program assigned to the Team;m) Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes;n) Represent PRO in meetings with internal and/or external stakeholders;o) Track performance of the assigned commodities in order to maintain high customer satisfaction and take corrective actions in coordination with the supervisor when required;p) Provide technical support in contract management of goods and services to all Country Offices; provide guidance to procurement administrative support staff concerning the application of procedures and guidelines established for the preparation of all procurement related documents;q) Perform other related duties, as assigned. REQUIRED QUALIFICATIONS Education:Essential: A bachelor's degree in business administration, procurement or a field related to purchasing from a recognized university.Desirable: Certification in procurement and/or a degree in law would be a real asset.In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Skills: Key Behavioral Competencies:-- Intrainstitutional Action: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization.-- Analysis, Synthesis, and Forecasting: Takes or organizes individual and collective action after analyzing situations on the basis of the available evidence and knowledge. Continuously analyzes the evolution of situations in an area of work and makes suggestions to adjust or confirm the decisions necessary to implement required actions. Is capable of anticipating the implications of an analyzed situation between six months to one year ahead.-- Communication: Actively engages in conversation with the key players in a multicultural environment both within and outside the Organization. Develops a network of appropriate contacts inside and outside PAHO to gain information or to build an alliance. Takes into consideration the multicultural differences within the Organization.-- 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.-- 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. -- Service Orientation: Makes concrete attempts to add value to the client, to make things better for the client in some way. Is always aware of the client's need (internal and/or external clients).-- External Action: Deliverables are on time. Keeps establishing and maintaining mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors.-- Administrative support for technical cooperation interventions: Utilizes a cross organizational perspective to provide administrative advice and support to the technical cooperation teams. Leads a solutions-based approach to resolving challenges. Employs an integrated approach to gain an understanding of the complex reality in which the Organization operates.Technical Expertise:-- Thorough theoretical and practical knowledge of purchasing policies, practices and procedures, standard contracting terms and conditions; ability to analyze and clarify specifications to solicit and evaluate bids and offers; ability to perform market research and source products;-- Strong analytical skills in the review of contractual arrangements combined with excellent negotiation skills;-- Ability to establish and maintain collaborative relationships within and outside the Organization to support the procurement requirements of the Organization's programs;-- Ability to manage multiple issues and tasks in a complex organizational environment to re-prioritize actions on short notice;-- Strong professional oral and writing skills including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.IT Skills:Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset. Experience: Essential: Five years of combined national and international progressively more responsible experience in procurement or supply of goods in either the private or public sector.Desirable: Experience in automated systems such as e-procurement software or/and ERP systems would be an asset. Languages: Very good knowledge of English or Spanish with working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset. Additional Information: PAHO OFFERS AN ATTRACTIVE COMPENSATION PACKAGE INCLUDING AN ANNUAL NET SALARY AND POST ADJUSTMENT, WHICH REFLECTS THE COST OF LIVING IN A PARTICULAR DUTY STATION AND EXCHANGE RATES (SUBJECT TO MANDATORY DEDUCTIONS FOR PENSION CONTRIBUTIONS AND HEALTH INSURANCE). OTHER BENEFITS INCLUDE: 30 DAYS ANNUAL LEAVE, DEPENDENCY BENEFITS, PENSION PLAN AND HEALTH INSURANCE SCHEME. BENEFITS FOR INTERNATIONALLY RECRUITED STAFF MAY INCLUDE HOME LEAVE, TRAVEL AND REMOVAL EXPENSES ON APPOINTMENT AND SEPARATION, EDUCATION GRANT FOR DEPENDENT CHILDREN, ASSIGNMENT GRANT AND RENTAL SUBSIDY.CANDIDATES APPOINTED TO AN INTERNATIONAL POST WITH PAHO ARE SUBJECT TO MOBILITY AND MAY BE ASSIGNED TO ANY ACTIVITY OR DUTY STATION OF THE ORGANIZATION THROUGHOUT THE WORLD.ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. 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. Post Adjustment: 47.2 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation. This vacancy notice may be used to fill other similar positions at the same grade level. Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: 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. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: WHO - World Health Organization
  • Location: Washington D.C | Washington D.C | Washington D.C
  • Grade: P-2, International Professional
  • Occupational Groups:
    • Procurement
    • Procurement
    • Procurement
    • Procurement
  • Closing Date: 2016-02-24

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