Senior Procurement Assistant

The Senior Procurement Assistant supports WHO's strategic objective of strengthening organizational efficiency and accountability through effective procurement and supply chain management. The role involves operational support throughout the procurement lifecycle, including tender preparation, documentation, tracking, system administration, and stakeholder coordination to ensure uninterrupted delivery of goods and services essential to WHO programmes.

Responsibilities

• 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.
• 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.
• Support capacity building activities, including preparing training materials, maintaining procurement SOPs.
• Assist in organization and delivery of training sessions.
• Take care of post-training activities/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.

Requirements

• Completion of secondary school education or its equivalent.
• Bachelor's degree (or equivalent) or higher education in Procurement, Supply Chain, Law, Commerce, Business Administration, Public Administration, Finance, or Economics, or related field is desirable.
• A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.
• At least eight (8) years of relevant experience, including at least two (2) years exposure to procurement or shipping activities.
• Relevant experience in procurement or supply chain, administration gained at other UN entities or international non-profit organizations is desirable.
• 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.
• Knowledge of best practices of procurement or other leading procurement entity is desirable.
• Knowledge of procurement procedures of WHO is desirable.
• Experience in application of AI tools is desirable.
• Technical knowledge of types of services, supplies and goods purchased by WHO for Headquarters, Regional Offices and field projects.
• Expert knowledge of English is essential.
• Intermediate knowledge of French is desirable.

Skills

• Procurement Procedures
• Supply Chain Management
• Tender Preparation
• Procurement Documentation
• Procurement Tracking
• System Administration
• Stakeholder Coordination
• Microsoft Office Suite
• Excel
• SharePoint Development
• Information Technology Proficiency
• High-volume Transaction Handling
• Procurement Cycle Management
• Technical Knowledge of Procurement
• AI Tools Usage

Languages

English, French