Vacancy Number: PAHO/17/FT44
Duty Station: Managua Nicaragua
Grade: G5
Contract Type: Fixed-term Appointment
Closing Date: 03 Feb 2017
| OBJECTIVES OF THE PROGRAMME : PAHO Country Offices are responsible for ensuring that the Pan American Health Organization /World Health Organization - PAHO/WHO country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables the country/ies to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization. | |
| Description of duties: Under the general supervision of the PAHO/WHO Representative, and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties: a) Coordinate all procurement activities of the Office, verifying that all procurement transactions are effected in accordance with established rules, regulations, and procedures; provide direction and guidance to personnel and staff of the Representation on the Organization's procurement systems and processes; consolidate reports; communicate with counterparts and providers; control, monitor and follow-up on the delivery of goods and services; b) Process, review and analyze local and international purchase requests; prepare purchase orders, contracts, amendments, preform invoices and other procurement or shipping documents and correspondence in accordance with established procedures; prepare requests for quotations, invitations for bids and requests for proposals; verify availability of funds; prepare documentation for Contract Review Committee members, when required; c) Review and assess if sole/single source procurement is legitimate and ensure proper justification is on file; d) Coordinate the customs clearance process of international purchases of perishable materials, household effects, and vehicles, ensuring adherence to government procedures for privileges and immunities (franchises, tax exemptions, exports licenses, commitment certificates, etc.) through the Ministry of Foreign Affairs, Ministry of Finance, and Customs Office, etc.; e) Follow up on procurement requests in Headquarters that are processed through the Reimbursable Procurement, Revolving Fund and Strategic Fund; prepare local invoices; maintain up-to-date payment information and generate correspondence; maintain databases and process procurement actions utilizing the procurement systems; maintain purchase control files, monitor and follow-up all purchases; close files on completion of all related actions; f) Monitor the entry and delivery of purchases, supplies, and equipment; verify condition of goods; initiate requests for insurance claims on lost or damaged goods; process replacement or repair of goods; assist other staff in the Office with any procurement-related matter; coordinate logistics of customs clearance of imports, including maintaining record of dates and import documents; g) Review and audit invoices, receipts and other supporting documents for each purchase; verify the accuracy of expenditures submitted by the suppliers and process payments through the e-procurement software or/and ERP systems after goods have been satisfactorily received; h) Prepare instructions for day-to-day operations, and administrative procedures; prepare correspondence on own initiative, or from verbal instructions; generate statistical or ad-hoc reports; prepare draft translations of correspondence where necessary; i) Collaborate with processing the service contracts originated by the technical cooperation units, and maintain organized and up-to-date files on each contractor; j) Prepare and maintain reports, information, tables, and statistics on imports, purchase orders and service contracts, for statistical purposes and for the control of the Technical Area and the Administrator; report periodically to the Technical Area in accordance with established procedures; k) Maintain updated records of data and purchases as well as list of suppliers to ensure the use of prequalification mechanisms in accordance with established procurement guidelines and procedures that define the conditions and requirements for suppliers to PAHO / WHO in the local market; l) Act as PRO Partner within the Office of the Representation in the PASB Management Information System (PMIS); m) Review and respond to queries from vendors or requisitioners concerning requests for quotations or invitations to bid; maintain control and vendor files and a call-up system to ensure timely action on procurements in progress; n) Perform other duties as assigned. | |
| REQUIRED QUALIFICATIONS | |
| Education: Essential: High school diploma with formal training in the administrative or financial fields. Desirable: Specialized training in procurement, logistics, administration or finance 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. | |
| Skills: Key Behavioral Competencies -- Intrainstitutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization. -- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages. -- Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information. -- Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction. -- Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams. -- Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work. -- External Action: Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions. Technical Expertise -- Knowledge of basic procurement contracting principles and terms; ability to interpret rules and regulations. -- Ability to plan, coordinate and control procurement processes sometimes involving complex administrative actions, such as: monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures, etc. -- Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters. -- Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc. -- Ability to prepare correspondence and reports. IT Skills Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint 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, Microsoft SharePoint and Project will be an asset. | |
| Experience: Essential: Five years of experience in procurement work and/or logistics. Desirable: Experience in automated systems such as e-procurement software or/and ERP systems would be an asset. | |
| Languages: Very good knowledge of Spanish and working knowledge of English. | |
| Additional Information: PAHO OFFERS AN ATTRACTIVE COMPENSATION PACKAGE INCLUDING AN ANNUAL NET SALARY (SUBJECT TO MANDATORY DEDUCTIONS FOR PENSION CONTRIBUTIONS AND HEALTH INSURANCE). OTHER BENEFITS INCLUDE: 30 DAYS ANNUAL LEAVE, DEPENDENCY BENEFITS, PENSION PLAN, AND HEALTH INSURANCE SCHEME. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. ADMINISTRATIVE/SUPPORT POSITIONS IN NICARAGUA ARE OPEN TO MANAGUA METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE A NICARAGUAN. CITIZEN OR HOLD A PERMANENT RESIDENT IN THE COUNTRY. CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES. | |
| Annual salary: (Net of tax) Cordoba C$ 342,033 at single rate | |
