Procurement Assistant

Organizational Context

The World Health Organization (WHO) Country Office in the Syrian Arab Republic aims to establish an effective presence to implement WHO country cooperation strategies. These strategies align with Member States' health and development agendas and are harmonized with United Nations country teams. This role supports the WHO Representative's Office.

Job Purpose

The Procurement Assistant is responsible for analyzing and processing procurement requests for goods and services for various technical and emergency programs. This involves ensuring adherence to WHO procurement guidelines, verifying accuracy of information, completing necessary documentation, and confirming fund availability. The role utilizes the GSM system to initiate local purchase requests, monitors their status, and ensures timely delivery of procured items. Additionally, the assistant will manage purchase order amendments, prepare price estimates, draft bid invitations, compile offers, and prepare adjudication reports. Maintaining the supplier database and preparing procurement reports are also key functions, contributing to the efficient operation of WHO's procurement activities in the country.

Responsibilities

Analyze and process procurement requests for goods and services, ensuring compliance with WHO guidelines, accuracy of information, completeness of documentation, and fund availability. Initiate local purchase requests using GSM for catalogue and non-catalogue items, monitoring status and ensuring timely delivery. Draft purchase order amendments, provide justifications, and upload supporting documents in RMS. Prepare requests for price estimates, obtain cost estimates from relevant units, and implement procurement decisions. Draft bid invitations and correspondence, compile offers, summarize bids, and prepare adjudication reports with recommendations. Arrange Country Procurement Committee meetings, including scheduling and disseminating background documents. Maintain and update the supplier database and supplier evaluation forms. Prepare periodic procurement reports and briefings for supervisor review. Initiate correspondence to verify data, answer queries, identify gaps, and propose solutions. Perform other related duties and provide cover for colleagues as needed.

Work Experience

Essential: Minimum of five years of progressive experience in procurement. Desirable: Relevant experience within the UN system.

Skills

Proven knowledge of procurement regulations and procedures. Demonstrated negotiation skills. Very good organizational skills with the ability to meet deadlines. Good analytical skills. Expert knowledge of English and Arabic.

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