Procurement Assistant at World Health Organization (WHO)

Description of Duties

• Under the general supervision of the National Procurement officer and general guidance of the Logistics, Procurement and Travel Officer, the Logistics and Procurement Assistant will assist in coordinating the WHO Operation activities in the Lagos liaison office for effective programmes delivery in the 36 states + FCT for responsive and cost-effective supply chain management, and support the implement the related procurement activities.

The incumbent performs the following functions:

• Assist to coordinate and direct all activities related to the procurement section
• Receives and reviews purchase requests for goods and services from Requestors (in Technical Units) for clarity, compliance, detail, completeness, and obtains additional information considered necessary;
• Compiles lists of sources of procurement (supplier database), to request for quotations and proposals for bids.
• Reviews and performs analysis of responses from suppliers as required by WHO rules.
• Compiles and analyzes information contained in quotations or proposals to submit for selection
• Dispatch requests for quotations to vendors and follow up on response.
• Prices Requests for Price Estimate (RPE) when using the Procurement Module of Global Management System;
• Tracks the status of requisitions, POs and contracts and updates procurement orders tracker;
• Responses to Requestors and Suppliers enquiries about status of orders, charges and cancellations;
• Liaise with the receiving unit and coordinate the completion of the supplier performance evaluation and upload in ECM;
• Take minutes of meetings and other secretarial duties as may be required in the unit.
• Ensure the backup of the secretariat of the LPC (Local Procurement Committee)
• Make necessary arrangements for meetings as may be required.
• Maintains records and files for the unit as may be necessary including the management of common shared folders.
• Perform other duties as may be required.
• Assist to coordinate and direct all activities related to the logistics section
• Assist for the planning and organization of the effective transportation, delivery and storage of national and international operational support and programme supplies in the field and ensure adequate means transportation for the staff and the goods.
• When requested, support the national authorities in organizing national distribution of commodities.
• Liaise with the shipment officer for timely and efficient custom clearance and reception of international supplies.
• In close collaboration with the Logistics Officer, assist for the organization of field trip to visit state offices and keep track of all action point and unsure the follow up for the implementation.
• Proactively participate in regular field assessments to monitor supply management, stock movements and storage conditions.
• In close collaboration with the Logistics Officer and in compliance with WHO standard, provide support to the fleet management, including planning, maintenance, monitoring and reporting.
• Provide regular reporting to supervisors and colleagues on logistics activities, drawing attention to needs, gaps and problems and proposing solutions.
• Provide support to the state offices space improvement and follow up with the implementation and the rehabilitation projects.
• Maintain the required stockpiles of essential incident management equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.
• Assist to conduct periodic physical verification as requested of WHO Assets and reconcile them against the Fixed Asset register.
• Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed off).
• Follow up the transfer of assets from person-to-person or unit-to-unit and ensure that this is reflected in the central fixed assets
• Ensure accuracy of entries by checking information registered in the CSU Fixed Assets Register;
• Support the process of disposal of obsolete assets and ensure that assets are disposed off in the best interest of the Organization and that records are updated in the Fixed Asset Register.
• Facilities maintenance and movement of stocks, office consumables and office equipment.
• Prepare monthly inventory report with indicative analysis giving recommendations replenishment/replacement and/or purchase of additional equipment.
• Set up buffer stock and minimum level Perform other duties assigned by supervisor.

Required Qualifications

Education:

• Essential: Completion of Secondary Education or equivalent.
• Additional training in business administration and management procedures
• Desirable: Training in Procurement and Supply management in WHO or UN system will be an advantage. Higher education is an asset.

Experience:

• Essential: At least 10 years' experience in general Procurement and Supply work. Some experience
  Desirable: Experience in of purchasing in an ERP such as Oraclee-business environment will be an asset;
• Import and Export Business such as customs clearing and forwarding; other areas such as Administration,Program Management, would be an asset.

Skills & Use of Language Skills:

• Ability to identify various categories of supplies andequipment to facilitate procurement.
• Ability to acquire (and apply) a sound knowledge of policies, practices and procedures connected with assigned duties;
• Ability to work with minimum supervision;
• Ability to use systems pertaining to the treatment and processing of procurement such as the WHO Global Management System (GSM).
• Ability to use standard Office software such as Word, Excel and PowerPoint.

Use of Language Skill:

• Essential: Expert knowledge of English.