Executive Associate (Procurement)

Executive Associate (Procurement) – (2401331)

Grade: G7
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 Years
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

OBJECTIVES OF THE PROGRAMME

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the Administration Unit’s objective is to facilitate programme delivery by providing timely managerial and administrative services to collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations. Reporting to the Administrative Officer, the incumbent of the position provides logistics support services for the entire logistics and procurement functions offline and online in GSM in response to the logistics requirements of WHO collaborative programmes and country office operation and to exercise internal quality control to ensure Procurement policies and procedures of the Organization.

DESCRIPTION OF DUTIES

Under the overall guidance of the WHO Representative (WR) and direct supervision of the Administrative Officer (AO), the incumbent will perform following duties:

1. Advice WR/AO and Technical units on procurement and logistic matters, market possibilities, development of specifications, delivery schedules and following/enforcing WHO procurement policies and procedures.
2. Prepare biennial procurement plans for the purchase of equipment, services and supplies in consultation with Technical units and based on the biennial workplans.
3. Review and check the completeness of the procurement proposal submitted by Technical units ensuring they are in line with WHO procurement policies.
4. Ensure compliance with legal and audit contract requirements, for existing and proposed contract agreements related with procurement.
5. Ensure preparation of routine reporting through careful analysis of procurement, assets, and inventory data including responses for audit and review queries on contracts and procurement procedures and related data for clearance by AO and WR.
6. Take initiative to communicate with colleagues within or across different units to seek confirmation or clarification on procurement issues as necessary and disseminate procurement related information/data, updated procurement policies, procedures, rules and regulations of WHO and customs policies of Government of Nepal.
7. Carry out retrieval and presentation of information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as provide guidance in obtaining specifications for new supplies in the market and maintaining/updating vendor database by clearing through local Vendor Management Committee.
8. Assist the WCO in preparation of all office tender notices for goods and services and perform the function of Secretary to the Local CRC to submit procurement cases for review and recommendation of the LCRC including the comparative statement, meeting minutes, notes for record, justifications for selection of suppliers, adjudication reports etc.
9. Undertake all procurement actions of the WCO and associated programmes by creating procurement requisitions for the supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM/BMS.
10. Monitor the day-to-day correspondence and operations of the procurement, shipping and logistics unit. Prepare correspondence, memoranda, and contract review committee reports, maintain appropriate follow up.
11. Facilitate and participate in tender pre-bid meetings, and other inter organizational meetings.
12. Preparation of handover documentation for equipment and vehicles for handed over to the Government and maintenance of records thereof.
13. Represent the WCO on the UN Procurement Task Force and attend other ad-hoc meetings relating to procurement.
14. Performs other duties as assigned by the supervisor.

REQUIRED QUALIFICATIONS
Education

Essential: Completion of secondary school education.
Desirable: Relevant university degree would be an asset. Training in procurement or a related subject area.

Experience

Essential: At least 10 years of relevant experience in administrative work in an International Organization and preferably in a UN organization.
Desirable: Relevant experience in WHO or another UN agency is an asset. Experience in Oracle-based or other ERP systems an asset.

Skills

1. Thorough knowledge of WHO Procurement Rules, Regulations and procedures and GSM usage in Procurement Modules.
2. Good knowledge of computer applications and software including MS Office applications.
3. Ability to draft reports/correspondence concisely and clearly.
4. Ability to maintain good working relationships.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Nepali.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at NPR 2,279,060 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• 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: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics. The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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Closing Date: Mar 14, 2024, 4:44:00 AM

Tagged as: Executive Assistant, Kathmandu, NGO INGO, World Health Organization