Senior Procurement Assistant

World Health Organization, Kuala Lumpur, Malaysia

Skill Required:, Project/ Programme Management
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
1st December, 2020

Job Description


The Department of Supply (SUP) aims to ensure high-quality, consistent and responsive supply services through a collaborative approach to procurement hence supporting an efficient delivery of WHO programmes. The WHO Global Service Centre (GSC) provides administrative services to all staff and all WHO Offices worldwide in respect of human resources, payroll, procurement, accounts payable and support of specific corporate IT applications. The aim of the Centre is to serve as the global processing platform for the swift and reliable delivery of a comprehensive array of products and services covering all of these fields. The Global Procurement and Logistics unit (GPL) provides order processing services to all WHO Offices worldwide in respect of procurement and logistics management of both goods and services.


The incumbent may be rotated and assigned to perform other duties within Global Procurement & Logistics (GPL) as determined by the Team Lead, GPL, including to ad hoc duties, reinforcing other Groups or replacing other staff members as required. Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

General duties and responsibilities (for all teams SUP/GPL):

  •  Delivers responsive services to customers and stakeholders in alignment with the GSC Service Catalogue through processing requests received in ERP workflow, assigned through other Corporate systems or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.
  •  Establishes and maintains good relations with suppliers, shipping brokers or agents, as well as with staff in Global Service Centre (GSC), Headquarters, regional offices or country offices and partner organizations as appropriate.
  •  Prioritizes and follows up closely on the pending tasks to resolve issues within response times set out in the Service Catalogue.
  •  Takes initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.
  •  Responds to enquiries and provide support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.
  •  Assists with identification of system issues or enhancements, and in testing fixes and solutions.
  •  Provides advice, guidance or coaching and shares information and practices to other staff in the team, which aim at improving the team's working efficiency.
  •  Participates and contributes actively to policies, standard operation procedures improvement and relevant projects when necessary.
  •  Assists in biennium closure procedures and reporting, as required.
  •  Contributes actively in value-added or ad-hoc tasks, such as report preparation, statistics analysis or issues, special projects, audit queries etc.
  •  Performs other related duties when required.

Specific duties and responsibilities over and above those described above:

Contracting and Procurement Team (HMS, DBS, ECO):

  •  Purchases or evaluates suppliers for a vast range of commodities for WHO's technical programmes and projects.
  •  Provides administrative support, advices on procurement and logistic matters, market possibilities, development of specifications and delivery schedules.
  •  Assists in procurement forecasting.
  •  Assists in Reimbursable Procurement.
  •  Assists in Requests for Price Estimates.
  •  Assists in Requests for Quotation (RFQ).
  •  Assists in contract management, supplier management, market research.

Processing Team (GPR):

  •  Carries out transactional processing of purchase requests for Goods and Services procurement.
  •  Validates the purchase requests received from WHO offices worldwide and process them to Purchase Orders. Validation by peers or supervisor is required based on validation threshold. In the event of a discrepancy during validation, the incumbent shall liaise with the requests originators for necessary clarifications and remedial actions. The incumbent may approve Purchase Orders up to the authorized limit.
  •  Issues Purchase Orders on timely basis to suppliers and updates status in the ERP system and internal monitoring tools;
  •  Follows-up on signed copies of Purchase Orders from suppliers and enters receipts in the ERP system.
  •  Amends the Purchase Orders if a revision is required by the requests originators.
  •  Cancels and/or Finally Closes the Purchase Orders upon request by originators or other authorized source.

Shipping Team (SHP):

  •  Monitors and follows up Global Shipments.
  •  Enters receipts in ERP for goods shipped by the forwarding company.
  •  Creates and approves Shipping and Insurance Purchase Orders.
  •  Processes Freight Invoices and submits compliant invoices to accounts payable for payment.
  •  Performs freight comparison to optimize transportation costs.
  •  Manages generic shipping mailbox.




  • Completion of secondary education.


  •  Higher education.
  •  First university degree in procurement, business or public administration or similar field from an accredited/recognized institution.
  •  Certified training in procurement (CIPS or equivalent).



  •  At least 8 years of relevant experience (processing, transactions , service centre or other business) of which at least 2 years exposure to procurement / shipping activities.


  •  Experience using Enterprise Resource Planning Oracle systems or similar packages.



  •  Ability to handle and prioritize a high volume of notifications, transactions and reporting needs.
  •  Meticulous and detail-oriented.
  •  Sound judgement, integrity and tact when dealing with others.
  •  Ability to brief others and explain procedures.
  •  Demonstrated customer focus service orientation skills.


  • Working knowledge of best practices of procurement in WHO, UN system agencies or other international entities.Working knowledge of procurement policies and procedures of WHO.

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Moving forward in a changing environment

Use of Language Skills


  •  Expert knowledge of English.


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