.
Qualifications
OBJECTIVE OF THE OFFICE/DEPARTMENT
This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.
DESCRIPTION OF DUTIES
The position is responsible for providing a broad range of procurement functions. Assignments involve procurement of goods and services in accordance with established rules and procedures. In coordination with the immediate supervisor, the incumbent establishes and maintains frequent contact with staff members throughout the office, as well as extensive external contacts to provide or collect information, ensure common understanding, clarify and/or resolve issues. Established procurement procedures are applicable but require interpretation in responding to unusual or more complex situations.ย Most functions are performed independently.ย Work is assessed on the efficiency of services and in accordance with established objectives. The Administrator defines the specific work objectives and provides guidance and supervision as needed.ย
Under the general supervision of the Administrator and the direct supervision of the Procurement Technician I, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
ย
1.ย ย ย Process, review, and analyze local and international purchase requests; create and manage purchase orders, contracts, and amendment processes; review procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotations, invitations to bid or requests for proposals; verify availability of funds; draft Contract Review Committee justification forms, as required and secure necessary approvals;
2.ย ย ย Support the Procurement Technician in the development of the annual local procurement plan;
3.ย ย ย Prepare and submit appropriate documentation to the Procurement Department for actions above the Representativeโs delegation of authority;
4.ย ย ย Review offers received in response to competitive procurement processes for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements;
5.ย ย ย Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, following up on government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finance, and Customs Office, etc.;
6.ย ย ย Monitor the general process of purchase orders; maintain payment information up-to-date and generate correspondence; maintain databases and process procurement actions utilizing the procurement system; maintain purchase control files, monitor and follow up on all purchases; close out files after all actions have been completed;
7.ย ย ย Monitor the entry and delivery of purchases, supplies, and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement-related matter;
8.ย ย ย Prepare correspondence in on own initiative, or from verbal instructions; enter data on computerized system; generate statistical or ad-hoc reports, as requested;
9.ย ย ย Monitor and ensure that all purchases are properly delivered, received and acknowledged; ensure that files of goods purchased for internal use are duly registered in the inventory by General Services;
10. Perform an internal audit of the donation documents, ensuring that all goods were properly received by the counterparts;
11. Register and maintain updated suppliersโ databases and advise technical areas on recommended suppliers;
12. Perform other procurement related duties such as: answer telephone queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in process; prepare draft translations of correspondence, when required;
13. Perform other related duties and replace other staff members with similar functions, as assigned.
ย
REQUIRED QUALIFICATIONS
Education:
Essential: ย ย Certificate of completion of high school.
Desirable: Specialized training at the college, university, or business school level with emphasis on procurement, logistics, administration or finance would be an 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.ย PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:
World Higher Education Database (WHED), list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO).ย The list can be accessed through the link:ย http://www.whed.net/ย
Council for Higher Education Accreditation http://www.chea.org/search/default.asp
College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.
Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.
For information on PAHO please visit: http://www.paho.org
Experience:
Essential:ย Four years of experience in procurement work.
Desirable: Experience in procurement of health-related commodities and in e-procurement systems would be an asset.
SKILLS:
PAHO Competencies:
ยท ย ย Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organizationโs mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
ยท ย ย ย ย ย ย ย Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team.ย Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
ยท ย ย ย ย Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
ยทย Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly.ย Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views.ย Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures.ย Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
ยทย ย Knowing and Managing Yourself:ย Remain productive/Continuously learn - Remains objective and focused even in a โchanging and movingโ environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
ยทย ย ย ย ย ย ย ย Producing results:ย Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.
Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clientsโ needs. Works independently to produce new results and sets own timelines effectively and efficiently.ย Demonstrates positive attitude in working on new projects and initiatives.ย Demonstrates accountability for own success, as well as for errors; learns from experience.
Technical Expertise:
โขย ย ย Theoretical and practical knowledge of local and international purchasing and its operations.
โขย ย ย Knowledge of procurement contracting principles and terms; ability to interpret rules and regulations; ability to plan andย ย ย ย ย ย ย execute procurement activities using an integrated approach.
โขย ย ย Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions, such as:ย ย ย ย ย monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures,ย ย ย ย ย ย etc.
โขย ย ย Ability to plan, organize, evaluate, problem-solve and make decisions in respect of procurement related matters.
โขย ย ย Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.
โข ย ย Ability to prepare working translations and write/originate routine and non-routine correspondence and reports in English andย ย ย Spanish.
Languages: