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)
The Department of Procurement and Supply Management (PRO) provides technical, managerial and strategic guidance for the purchasing and contracting actions of PAHO Headquarters, Country Offices, and Centers. PRO is responsible for sourcing, vendor relationship management, and procure-to-pay cycle of the Pan American Health Organization/World Health Organization Regional Office of The Americas (PAHO/WHO). PRO also develops and oversees implementation of the Organization’s procurement policies and procedures in order to promote the effective use of the Organization’s resources ensuring transparent, ethical and cost-effective procurement in compliance with PAHO’s rules and regulations.
Description of duties
Under the general supervision of the Director, Procurement and Supply Management (PRO), and the direct supervision of the Procurement Advisor, Revolving Fund (PRO), the incumbent is responsible for, but not necessarily limited to the following assigned duties:
- Provide support for the sourcing and procurement of vaccines, syringes, immunoglobulin and cold chain equipment from qualified sources, in accordance with procurement guidelines, ensuring best value for money for the Organization;
- Establish Long Term Agreements (LTAs) with suppliers for vaccines, syringes, immunoglobulin and cold chain equipment; issue complex bidding processes;
- Process the purchase of a variety of commodities for the Organization; analyze purchase authorizations for adequacy of specifications and other requirements; work with domestic and international vendors to provide overall order fulfillment; negotiate and analyze costs; select or recommend sources of supply, as necessary, to ensure effective competition;
- Determine whether procurement will be by selective or competitive negotiation for procurement under level of Delegation of Authority (DOA);
- Solicit bids or quotations; analyze them for conformity to specified requirements and for price, delivery and other considerations such as warranty, maintenance, compatibility, etc.; negotiate with suppliers and award contracts based on considerations of all factors;
- Prepare price estimates to provide price and availability information on products and services;
- Determine the method of shipment, indicating the correct condition of shipment for the items – hazardous, etc., ensuring acceptance by consignee; report on shipping costs;
- Prepare and issue purchase orders, contracts and amendments; ensure inclusion of complete and accurate specifications, terms and conditions;
- Monitor supplier’s performance and market developments;
- Maintain up to date the procurement file with all information related to the pre-award activities;
- Prepare justification and analysis reports for procurement above the delegation of authority, for submission to the Contract Review Committee (CRC) for approval;
- Contact and interview vendors to obtain product price and availability information to facilitate identification and selection of suppliers and evaluation of specifications; provide technical advice to requisitioners regarding appropriate products, substitutes or alternatives; keep informed of new products and market conditions, etc.;
- Assist in the planning, coordination and implementation of any special procurement program assigned to the Team;
- Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes;
- Represent PRO in meetings with internal and/or external stakeholders;
- Track performance of the assigned commodities in order to maintain high customer satisfaction, and take corrective actions in coordination with the supervisor when required;
- Perform other related duties, as assigned.
Required qualifications
Education:
Essential: A bachelor’s degree in pharmacy or in a discipline related to the functions of the post, from a recognized university.
Desirable: Certification in procurement 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. 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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/search/default.asp and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.
Experience:
Essential: Five years of combined national and international progressively more responsible experience in procurement or supply of goods in either the private or public sector.
Desirable: Experience in automated systems such as e-procurement software or/and ERP systems would be an asset.
Skills :
PAHO Competencies:
- Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s 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.
- Teamwork: Collaborate and cooperate with others. – Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
- 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.
- Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge – Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
- Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn – Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
- Producing Results: Deliver quality results/Take responsibility – Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
- Moving forward in a changing environment: Propose change/Adapt to change – Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.
Technical Expertise:
- Thorough theoretical and practical knowledge of purchasing policies, practices and procedures, standard contracting terms and conditions; ability to analyze and clarify specifications to solicit and evaluate bids and offers; ability to perform market research and source products.
- Thorough theoretical and practical knowledge of purchasing policies, practices and procedures for vaccines, biologicals and pharmaceuticals.
- Strong analytical skills in the review of contractual arrangements combined with excellent negotiation skills.
- Ability to establish and maintain collaborative relationships within and outside the Organization to support the procurement requirements of the Organization’s programs.
- Ability to manage multiple issues and tasks in a complex organizational environment to re-prioritize actions on short notice.
- Strong professional oral and writing skills including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.
Languages:
Very good knowledge of English or Spanish with working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
IT Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to procurement suite, logistics, and/or administrative operations. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.
Remuneration
Monthly Salary: (Net of taxes)
US$4,067.08 (Salary non-negotiable)
Post Adjustment:
US$2,017.27 This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
Additional information
- This vacancy notice may be used to identify candidates for other similar short-term positions at the same level.
- Only candidates under serious consideration will be contacted.
- A written test may be used as a form of screening.
- 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
- PAHO/WHO is committed to workforce diversity.
- PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- Applications from women and from nationals of non and underrepresented Member States are encouraged.
- All applicants are required to complete an on-line profile to be considered for this post.
- The post description is the official documentation for organization purposes.