Procurement Assistant WHO Uganda

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
Organizational context
Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.
WHO Staff Rules and Regulations, Information notes, SOPs. The incumbent is expected to use independent judgment and discretion in interpreting the above to the full range of issues and to keep Managers and staff duly informed.

Summary of Assigned Duties
The Procurement Assistant reports to the Operations Officer, and provides support to both managers and staff members in performing GSM transactions in the following areas: –
1. Assistant in Procurement forecasting.
• Assist the WCO in preparing their procurement forecasts. Based on the procurement forecast plan, the Assistant provides support in executing related procurement activities and may be asked to participate with or in place of the supervisor at meetings with suppliers or programme units.
1. Manage supplier creation process.
1. Receives and reviews purchase requests for goods and services from Requestors [in Technical Units] for clarity, compliance, detail specifications, completeness and obtain additional information considered necessary to facilitate procurement.
1. Raise request for Price Estimate for non-catalogue items/services.
If the prices of the items are not available, or the item is not in the GSM catalogue, the requestor raises a request for a price estimate through the GSM and the Assistant brings to the attention of the Manager and assists in the RPE process that follows; records and files requests for price estimates for goods and services not already included as a catalogue item; assists the Manager to source providers of the requested goods or services to ensure that all details are available for recording in the GSM. In case of a service request the price, estimates are requested for the services and includes the details like services required, budget amount and the dates within which services are required.
1. Raise or revise request for procurement of goods and services,
• Reviews and performs analysis of responses from suppliers as required by WHO rules, compile and analyse information contain in quotation or proposal to select the most competitive supplier.
Ensures the selected suppliers/contractors list is sent for creating supplier creation. Proposes, or assists the WCO in proposing, justification for the acceptance of offers which are not the most economic. In case of external service requisitions, the Operations Assistant supports the Manager in evaluating the service request based on WHO policies.
1. Acknowledge receipt of goods and services in the WHO system/ update the procurement Tracker.
2. Keep/update records of all inventoriable items for the WCO.
Manage allocation of office space and equipment to staff members in collaboration with the Administrative Services Team.
4. The incumbent will serve as back up to the team members in similar or different positions within the WCO

Core Competencies:
1. Respecting and promoting individual and cultural differences.
2. Moving forward in a changing environment
3. Ensuring the effective use of resources
4. Fostering Integration and Teamwork
5. Communication

Knowledge and Skills:-
Work requires maintaining up to date knowledge on any changes to the standard operating procedures. The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self study or in-house training. Knowledge of WHO rules, regulations, policies and practices would be an asset.
Educational Qualifications
Essential: – Work requires completion of secondary school with training of general administrative practices with focus on Logistics and procurement practices, theories and procedures. Training in logistics, supplies/procurement and travel would be an asset.
Desirable: – Training in UN/HR systems is an advantage. Proven skills in drafting and editing required.
Experience
Essential: – 5 years of experience in procurement positions preferably with several years’ experience in the UN and have a sound knowledge of its rules, regulation, procedures and practices as related to the work.
Desirable: – Experience in other areas such as Programme Management would be an asset.
Other Considerations
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.