Procurement Assistant

The Procurement Assistant is responsible for analyzing and processing procurement requests, ensuring adherence to WHO guidelines, monitoring procurement processes, preparing bid invitations and reports, maintaining supplier databases, and supporting procurement activities in the WHO Representative's Office in Yemen.

Responsibilities

• Analyze and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.
• Using GSM, initiate local purchase requests for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods and services.
• Draft purchase order amendments when required, provide justification and upload supporting documents in ECM.
• Prepare requests for price estimates for non-catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor.
• Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.
• Arrange for the meetings of the Country Procurement Committee by identifying with partners suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.
• Maintain and update the suppliers' database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.
• Prepare periodic procurement reports and briefings on the status of all transactions for the review of the supervisor.
• Initiate correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions, and recommend solutions.
• Perform other duties related to area of work, and replace colleagues as required.

Requirements

• Completion of secondary education, supplemented by training in a field related to the work performed
• University degree in business administration, social sciences or a related field is an asset
• At least five years' progressive experience in procurement
• Relevant experience in the UN system is desirable
• Proven knowledge of procurement regulations and procedures
• Demonstrated negotiation skills
• Very good organizational skills, ability to meet deadlines
• Good analytical skills
• Expert knowledge of English
• Expert knowledge of Local language

Skills

• Procurement Regulations
• Procurement Procedures
• Negotiation Skills
• Procurement Monitoring
• Bid Preparation
• Supplier Database Management
• Report Preparation
• Organizational Skills
• Analytical Skills
• English Language Proficiency
• Local Language Proficiency
• Procurement Analysis

Languages

English, Local language