Senior Procurement Assistant

OBJECTIVES OF THE PROGRAMME

The position supports WHO's strategic objective of strengthening organizational efficiency and accountability through effective procurement and supply chain management. By providing operational support throughout the procurement lifecycle—tender preparation, documentation, tracking, system administration, and stakeholder coordination—the role contributes to the uninterrupted delivery of goods and services essential to WHO programmes. The incumbent plays a key role in maintaining procurement continuity, ensuring compliance with established procedures, and supporting modernization initiatives, including ERP system implementation and process harmonization across Headquarters procurement services.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent performs the following duties:

A. Goods Procurement.

• Draft and dispatch Goods Purchase Orders (POs) accurately and ensure timely issuance.
• Support Geneva based Goods tenders, including collection of information, preparation of documents, and coordination with technical units.
• Support RPE pricing activities, including sourcing information, preparing price comparisons, and ensuring accurate GSM entries.
• Assist in Request for Price Estimates (RPE), sourcing providers, issuing RFQs, and supporting evaluations.
• Liaise with technical units to facilitate procurement forecasting, specifications of development, and scheduling.

B. Services Procurement.

• Manage Case Tracking tables and monitor procurement workflow progress, ensuring timely follow-up on pending actions.
• Develop, compile, and finalize tender document packages (EOIs, RFPs, ITBs) to ensure they are fully compliant and ready for public release.
• Publish tenders on the UN Global Market (UNGM) website.
• Serve as Intend (e-tendering platform) Administrator, including user management, tender publication, and content uploads.
• Provide tender related communication management via the Intend system or emails, including communication with suppliers and technical units for mostly high value (HV) tenders.
• Administer the LTA Repository, ensuring proper filing, version control, and updating of active LTAs.
• Administer UNGM LTA entries (uploading, updating, archiving LTAs).
• Organize Bid Opening ceremonies, ensuring compliance with WHO rules and proper documentation.

C. Capacity Building and Knowledge Management support.

• Support capacity building activities, including preparing training materials, maintaining procurement SOPs.
• Assisting in organization and delivery of training sessions.

Taking care of post-training activities/duties.

D. Additional General Duties.

• Respond to procurement inquiries and provide timely advice to requesters and suppliers.
• Support the change management activities of the new ERP system implementation.
• Contribute to reporting, statistics, and audit queries.
• Perform other duties as assigned, including reinforcing other teams and supporting emergency procurement activities.
• Provide support for the HQ divisions in the preparation of procurement plans.
• Support the maintenance and update of the uploaded documents and information recorded in the contract module of the ERP system.

Education

Essential : Completion of secondary school education or its equivalent.

Desirable : Bachelor's degree (or equivalent) or higher education in Procurement, Supply Chain, Law, Commerce, Business Administration, Public Administration, Finance, or Economics, or related field. A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired. A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.

Experience

Essential: At least eight (8) years of relevant experience, including at least two (2) years exposure to procurement or shipping activities.

Desirable: Relevant experience in procurement or supply chain, administration gained at other UN entities or international non-profit organizations.

Skills

Essential: Ability to handle and prioritize a high-volume of notifications, transactions and reporting needs. Meticulous and detail-oriented. Sound judgment, integrity and tact when dealing with others. Ability to brief others and explain procedures. Demonstrated skill and proficiency in the use of computers and information technology. Expertise in the use of MS Office (preferably in Excel) and Web-based software, SharePoint.

Desirable: Knowledge of best practices of procurement or other leading procurement entity. Knowledge of procurement procedures of WHO. Experience in application of AI tools. Technical knowledge of types of services, supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects.

WHO Competencies

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

Use of Language Skills

Essential : Expert knowledge of English.

Desirable : Intermediate knowledge of French.

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 HUF 11,499,000 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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 Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.
• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.
• 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 may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.
• 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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