Procurement Specialist 413 views

Procurement Specialist  (2000669)  
Grade: P2
Contractual Arrangement: Fixed-term appointment
Contract duration: Two years, first year probationary period. Post of Limited Duration.

Job Posting

: Feb 14, 2020, 8:44:13 PM

Closing Date

: Mar 6, 2020, 10:59:00 PM

Primary Location

: United States-Washington, D.C.


: Procurement and Supply Management


: Full-time  

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings. 


requisition is for employment at the Pan American Health Organization
(PAHO)/Regional Office of the World Health Organization (WHO)

Department of Procurement and Supply Management (PRO) purchases a wide range of
products and services for health-related activities and for administrative
support of the headquarters and field offices of the Pan American Health Organization
(PAHO). PRO also purchases on behalf of the World Health Organization (WHO) and
its regional offices and Member Governments under reimbursable procurement
procedures. The commodities purchased for health-related activities encompass
practically the full range of manufactured products.


Under the general
supervision of the Director, Procurement and Supply Management (PRO), and the
direct supervision of the Procurement Specialist, Corporate Procurement (PRO/CP),
the incumbent is responsible for, but not necessarily limited to the following
assigned duties:

  1. Process the purchase of a variety of commodities for the Organization;
    analyze purchase authorizations for adequacy of specifications and other
    work with domestic and international vendors
    to provide overall order fulfillment; negotiate and analyze costs;
    select or
    recommend sources of supply, as necessary, to ensure effective competition;
  2. Determine
    whether procurement will be by selective or competitive negotiation for
    procurement under level of Delegation of Authority
  3. Work
    with sourcing teams, PHE, technical entities, and key stakeholders to develop
    on a timely basis request for proposals (RFPs), Request for Quotes (RFQs) and
    Invitation to Bids (ITBs) with specialized language specific to business
    requirements or commodities;
  4. Solicit
    bids or quotations; analyze them for conformity to
    specified requirements and for price, delivery and other considerations such as
    warranty, maintenance, compatibility, etc.; negotiate with suppliers and award
    contracts based on considerations of all factors;
  5. Prepare
    price estimates to provide price and availability information on products and
  6. Determine the method of shipment, indicating the correct condition
    of travel for the items – hazardous, etc., ensuring acceptance by consignee;
    report on shipping cost;
  7. Prepare and issue purchase orders, contracts and amendments; ensure
    inclusion of complete and accurate specifications, terms and conditions;
  8. Ensure timely follow up and feedback to requisitioners
    to ensure alignment with the information provided in the lead-time matrix;
  9. Work
    with domestic and international vendors to provide overall order fulfillment;
    negotiate and analyze costs;
  10. Review procedures followed by Country Offices
    and Centers in selecting contractors for PHE related projects/programs and
    approve or reject proposed contracts up to the delegation of authority level;
  11. Prepare justification
    and analysis reports for procurement over delegation of authority to be submitted
    to the Contract Review Committee (CRC) for approval;
  12. Assist in the planning, coordination and
    implementation of any special procurement programs assigned to the Team;
  13. Participate in the review, analysis and
    evaluation of procurement systems for modifications,
    improvements and streamlining of processes;
  14. Support the planning, coordination and
    implementation of the procurement functions of the Smart Hospitals Project:
    including site visits and meetings with vendors in the region where the Project
    has activities;
  15. Represent PRO in meetings with
    internal and/or external stakeholders;
  16. Track performance of the assigned
    commodities in order to maintain high customer satisfaction and take corrective
    actions in coordination with the supervisor when required;
  17. Provide technical support in contract
    management of goods and services to all Country Offices; provide guidance to
    procurement administrative support staff concerning the application of
    procedures and guidelines established for the preparation of all procurement
    related documents;
  18. Perform other related duties, as assigned.

bachelor’s degree in business administration, procurement or a field related to
purchasing from a recognized university.

in procurement and/or a degree in law 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:  PAHO will also use the databases of the
Council for Higher Education Accreditation and
College Navigator, found on the website of the National Centre for Educational
Statistics, to
support the validation process.


years of combined national and international progressively more responsible
experience in procurement or supply of goods in either the private or public

in construction projects, emergency procurement response, and/or automated
systems such as e-procurement software or/and ERP systems would be an asset.

PAHO Competencies:
  • Overall attitude at

    Maintains integrity and takes a clear ethical approach and stance; demonstrates
    commitment to the Organization’s mandate and promotes the values of the
    Organization in daily work and behavior; is accountable for work carried out in
    line with own role and responsibilities; is respectful towards, and trusted by,
    colleagues and counterparts.
  • Teamwork: Works collaboratively
    with team members and counterparts to achieve results; encourages cooperation
    and builds rapport; helps others when asked; accepts joint responsibility for
    the teams’ successes and shortcomings. Identifies conflicts in a timely manner
    and addresses them as necessary; understands issues from the perspective of
    others; does not interpret/ attribute conflicts to cultural, geographical or
    gender issues.
  • Respecting and
    promoting individual and cultural differences
    Treats all people with dignity and respect. Relates well to people with
    different cultures, gender, orientations, backgrounds and/or positions;
    examines own behavior to avoid stereotypical responses; considers issues from
    the perspective of others and values their diversity.
  • Communication: Quality and quantity
    of communication targeted at audience. 
    Listens attentively and does not interrupt other speakers.  Adapts communication style and written
    content to ensure they are appropriately and accurately understood by the
    audience (e.g., power-point presentations, communication strategies,
    implementation plans).  Shares information
    openly with colleagues and transfers knowledge, as needed.
  • Knowing and managing
    Remains productive even in an environment where information or direction is not
    available, and when facing challenges; recovers quickly from setbacks, where necessary.
    Manages stress positively; remains positive and productive even under pressure;
    does not transfer stress to others. Seeks feedback to improve knowledge and
    performance; shows self- awareness when seeking and receiving feedback; uses
    feedback to improve own performance.   
    Seeks informal and/or formal learning opportunities for personal and
    professional development; systematically learns new competencies and skills
    useful for job; takes advantage of learning opportunities to fill competencies
    and skill gaps. 
  • Moving forward in a
    changing environment:
    Suggests and articulates effective and efficient proposals
    for change as needed when new circumstances arise.  Quickly and effectively adapts own work
    approach in response to new demands and changing priorities. Is open to new
    ideas, approaches and working methods; adjusts own approach to embrace change
  • Producing Results:  Prioritizes work and makes planning/Organizational
    adjustments as necessary; seeks clarification from supervisor on timelines, as
    needed. Uses feedback and inputs from supervisor to achieve results. Produces
    quality results and has frequent discussions with supervisor to achieve
    results. Is action-oriented and sees tasks through to completion. Shows
    understanding of own role and responsibilities in relation to expected
    results.  Solicits and accepts direction
    and guidance from supervisor and team members and takes responsibility for own
    work and actions, as appropriate.
Technical Expertise:
  • Thorough
    theoretical and practical knowledge of purchasing policies, practices and
    procedures, standard contracting terms and
    conditions; ability to analyze and clarify specifications to solicit and
    evaluate bids and offers; ability to perform market research and source
  • Strong
    analytical skills in the review of contractual arrangements combined with
    excellent negotiation skills;
  • Ability
    to establish and maintain collaborative relationships within and outside the
    Organization to support the procurement requirements of the Organization’s
  • Ability to manage multiple issues and tasks in
    a complex organizational environment to re-prioritize actions on short notice;
  • Strong professional oral and writing skills including the
    development of reports, oral presentations, and technical/persuasive documents
    for consideration at the highest levels of the Organization.

good knowledge of English or Spanish with working knowledge of the other
language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use a computer and
utilize software programs such as Microsoft Office Word, Excel, PowerPoint and
Outlook.  Other IT skills and knowledge
of other software programs such as Visio, Microsoft SharePoint and Project would
be an asset.

Annual Salary: (Net of taxes)
US$ 47,895.00 + post adjustment

Post Adjustment: 50.4% of the above figure(s).  This percentage is to be considered as
indicative since variations may occur each month either upwards or downwards
due to currency exchange rate fluctuations or inflation.


This vacancy notice may be used to fill other similar
positions at the same grade level

Only candidates under serious consideration will be

A written test may be used as a form of screening.

Any appointment/extension of appointment is subject to
PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit:
PAHO/WHO is committed to workforce diversity.

PAHO/WHO has a smoke-free environment and does not
recruit smokers or users of any form of tobacco.

PAHO/WHO offers an attractive compensation package
including an annual net salary and post adjustment, which reflects the cost of
living in a particular duty station and exchange rates (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. 
Benefits for internationally recruited staff may include home leave, travel
and removal expenses on appointment and separation, education grant for
dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO
are subject to mobility and may be assigned to any activity or duty station of
the Organization throughout the world.

All applicants are required to complete an on-line profile
to be considered for this post. 

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 organization purposes.

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