Team Associate,

2 weeks ago

Kuala Lumpur, Malaysia World Health Organization Full time

**Grade***: G5

**Contractual Arrangement***: Fixed-term appointment

**Contract Duration (Years, Months, Days)***: 2 Years

**Job Posting***: Jun 25, 2023, 7:37:51 PM

**Closing Date***: Jul 10, 2023, 4:59:00 PM

**Primary Location***: Malaysia-Kuala Lumpur

**Organization***: WP_MYS Malaysia

**Schedule***: Full-time


**OBJECTIVES OF THE PROGRAMME**:
The World Health Organization and the Governments of Malaysia, Brunei Darussalam and Singapore have been working hand-in-hand to improve the health of its people for many years. Our strong collaborative efforts through the years provides an in-depth analysis of key challenges, key strengths and takes into account the strategic objectives of the Ministries of Health while detailing how WHO will support implementation of national health development.

Given that each country has significant internal capacity, WHO's technical role is primarily related to providing (highly) specialized advice and capacity building especially on critical issues and selected technical issues. This has been particularly focused in areas such as the strengthening of policies and capacities to build a more resilient, sustainable and responsive health system for assessing, preventing, managing, mitigating and monitoring health risks and chronic conditions that moves even further towards universal health coverage.

**DESCRIPTION OF DUTIES**:
Under the supervision of the Executive Associate and overall guidance of the Head of WHO Country Office, the incumbent is responsible to support the implementation of operational strategies focusing on achievement of the following tasks and duties:

- Supports the Executive Associate and Programme Officer in the administration of requests for service procurements such as direct financial corporations, short term consultants (STCs), letters of agreement, agreement for performance of work, technical service agreements, general external services, etc.;
- Assists the Executive Associate in the goods procurement for Ministries of Health and other implementing partners as well as the procurement of WR's office supplies and equipment;
- Supports and facilitates the preparation of procurement processes including preparation of adjudication report, request for quotations, request for proposal, invitations to bid and receipts of quotations, bids and preliminary evaluation ensuring cost-efficiency;
- Prepare purchase orders and contracts upon receipt of approved requisitions, ensuring accuracy and completeness of the information, in accordance with procurement and financial rules and regulations; undertake timely corrective actions for purchase orders with budget check errors and other problems;
- In collaboration with the Executive Associate and Programme Assistants to support verification of documents to ensure documents comply with WHO auditing procedures and WHO's Fraud Prevention Policy;
- Follow up with suppliers for timely delivery of goods and coordinate with the requesting unit to prepare for receipt and inspection of goods;
- Provide support to all required administrative clearances, shipping, customs clearance and clearance from other relevant government organizations such as the Ministries of Health, Customs, National Pharmaceutical Regulatory Agencies, Medical Device Authorities, etc.;
- Assists the Executive Associate to facilitate the recruitment for staff and non-staff (STCs, technical advisors, special service agreements, interns and volunteers) requirements of the Country Office;
- Collects information from periodic and ad-hoc reports from implementing partners, consultants and other staff required for submission on programme and project activities;
- Register, record, compile, file, archive, maintain data and initiate procurement activities in full compliance with WHO rules, regulations, policies and strategies;
- Organizes and maintains an effective filing system for project files with an appropriate system for follow-up on responses and deadlines;
- Develop and maintain a roster of local suppliers for commonly procured goods and services;
- Screens and drafts correspondence on routine matters on own initiative or from brief instructions, take notes at meetings as basis for minutes and assists in providing interpretation, as and when required;
- Occasionally replaces secretarial staff during their absence as coordinated by the Executive Associate; and
- Performs other related duties as required

**REQUIRED QUALIFICATIONS**:
**Education**:
**Essential**: Completion of secondary school education with thorough training in secretarial and clerical duties.
**Desirable**: Formal or self-training in the use of standard office software and/or training in Oracle-based or other ERP systems

**Experience**:
**Essential**: Five years' experience in secretarial/administrative posts.
**Desirable**: Similar experience in WHO or in another international organization would be an advantage.

**Skills**:

- Thorough knowledge of general office work and proced

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