Senior Procurement Assistant

Organizational Context

The World Health Organization (WHO) seeks to strengthen organizational efficiency and accountability through effective procurement and supply chain management. This role, situated within HQ/BOS Business Operations, provides crucial operational support across the procurement lifecycle, ensuring the continuous delivery of essential goods and services to WHO programs and supporting modernization initiatives.

Job Purpose

The Senior Procurement Assistant plays a vital role in supporting WHO's strategic objective of enhancing organizational efficiency and accountability through robust procurement and supply chain management. This position provides essential operational support throughout the entire procurement lifecycle, from tender preparation and documentation to tracking, system administration, and stakeholder coordination. By ensuring the uninterrupted delivery of goods and services critical to WHO programs, the incumbent contributes directly to the organization's mission. Furthermore, the role is instrumental in maintaining procurement continuity, upholding compliance with established procedures, and actively supporting modernization efforts, including the implementation of ERP systems and the harmonization of procurement processes across Headquarters.

Responsibilities

Procurement Operations: Draft and issue Goods Purchase Orders (POs) accurately and on time. Support Goods tenders, including data collection, document preparation, and coordination with technical units. Assist with Request for Price Estimates (RPE), sourcing providers, issuing RFQs, and evaluations. Manage service procurement workflows, monitor progress, and ensure timely follow-up. Develop, compile, and finalize compliant tender document packages (EOIs, RFPs, ITBs) for public release. Publish tenders on the UN Global Market (UNGM) and administer the Intend e-tendering platform. Manage the LTA Repository and UNGM LTA entries. Organize Bid Opening ceremonies. Capacity Building and Support: Assist in preparing training materials and maintaining procurement SOPs. Support training sessions and post-training activities. Provide procurement advice to requesters and suppliers. Support ERP system implementation and change management. Contribute to reporting, statistics, and audit queries. Perform other duties as assigned, including supporting emergency procurement.

Work Experience

Essential: Minimum of eight years of relevant experience, including at least two years in procurement or shipping activities. Desirable: Experience in procurement, supply chain, or administration within UN entities or international non-profit organizations.

Skills

Essential: Ability to manage high-volume notifications, transactions, and reporting. Meticulous and detail-oriented with sound judgment, integrity, and tact. Ability to brief others and explain procedures. Proficiency in computer use and information technology, including MS Office (Excel) and web-based software like SharePoint. Desirable: Knowledge of procurement best practices, WHO procurement procedures, AI tools, and technical knowledge of goods and services procured by WHO.

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