Procurement Specialist, Revolving Fund

DESCRIPTION OF DUTIES

Under the general supervision of the PAHO/WHO Representative, and the direct supervision of the Deputy Representative, the incumbent is responsible for, but not necessarily limited to the following assigned duties:

1.Advise on the execution of international purchasing processes via the Revolving Fund required by the counterparties or by PAHO/WHO Brazil;

2.Support in the negotiation, issuance and monitoring of purchasing Cooperation Terms, adjustment terms and terms of reratification of purchases with the Ministry of Health regarding international acquisitions to be carried out with the support of PAHO and in the planning of input purchases;

3.Monitor the acquisition processes, as well as the logistics of importing and delivering products, in accordance with the Organization's rules and policies and current import legislation, through management reports and spreadsheets;

4.Conduct and facilitate oral and written, internal and external, national and international communication between parties involved in international purchasing processes (technical coordination, counterparties, Headquarters as well as other institutions) with the aim of keeping all stakeholders informed and updated regarding the progress of international acquisition processes, as well as clarifying doubts, seeking solutions and improving process flows to speed up decision-making while taking relevant actions;

5.Monitor financial execution and keep relevant reports updated in accordance with those issued by the Financial Department at Headquarters. Forward reports to the Ministry of Health for accountability oversight;

6.Analyze and check product import documentation and interface with the Ministry of Health and other Brazilian government bodies involved in the process, ensuring the reliability of information and agility in import logistics to be provided by the Ministry of Health;

7.Prepare requests for price estimates and purchase orders, forward them to Procurement Department at Headquarters and monitor the entire purchasing process through completion;

8.Include and keep updated information regarding suppliers and unloading ports most used by the Organization as well as by Counterparties;

9.Maintain the organization of both the physical and electronic files of documents supporting the international purchasing process for future consultations and audits;

10.Support internal and/or external audit requests on topics related to the sector;

11.Assist other employees in the sector on their own initiative or upon request;

12.Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education :

Essential: A bachelor’s degree in business administration, foreign trade, logistics, pharmacy or in a discipline related to the functions of the post, from a recognized university.

Desirable: Certification in procurement 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. PAHO, only considers official degrees 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.

Experience :

Essential: Three years of national working experience with progressively more experience in procurement or supply of goods in either the private or public sector.

Desirable: Experience in automated systems such as e-procurement software and /or ERP systems would be an asset.

SKILLS :

PAHO Competencies:

· Overall attitude at work: 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: Collaborate and cooperate with others. - 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: Relate well to diversity in others and capitalize on such diversity - 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: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - 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 (, power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.

· Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - 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.

· Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

· Moving forward in a changing environment: Propose change/Adapt to change - 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 initiatives.

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 products.

·Knowledge of international purchasing and logistics/import operations as well as national and international regulatory standards and the Organization itself (Incoterms, foreign trade legislation, customs regulations, ANVISA resolutions, among others).

·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 programs.

·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.

Languages:

Essential: Very good knowledge of Portuguese with working knowledge of English or Spanish.

Desirable: Proficiency knowledge of English or Spanish would be an asset.

IT Skills:

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Working knowledge of automated systems and microcomputers particularly regarding the procurement suite, logistics, and/or administrative operations. Other IT skills and knowledge of other software programs such as Power BI,Visio and Project would be an asset.