Assistant (Procurement, Travel and Logistics) Vacancy Job Ref: VACWHO0884-18

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organizational structure of each WHO country office to provide support for Managers and staff functions and activities to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters including segregation of duties and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Under the general supervision of the Operations Assistant and of the Manager of procurement services at AFRO, decumbent performs the following functions:

Procurement and inventories Conduct procurement forecasting; Support the WCO IN preparing procurement forecasts and implementing the procurement forecast plan including participating with or in place of the supervisor at meetings with suppliers or programme units Manage suppliers;

Track and updated suppliers ‘database, prepare suppliers’ performance evaluations, identify and take appropriate action regarding suppliers who repeatedly fail to comply with theaters and conditions of their contracts.

Prepare cost estimates; including through raising Request for Price Estimate for non-catalogue items/services; where the prices of the items are not available or the item is not in the Scatologic for goods; and in assisting preparation of details of required services, budget amount and the dates within which services are required Raise or revise request for procurement of godsend services, according to clarity, compliance, detail, completeness, cost-effectiveness, quality and time, ensuring that the selected suppliers/contractors list is sent for creating supplier creation.

Proposes, or assists the WCO in proposing, justification for the acceptance of offers which are not the most economic. Review offers and perform analysis of response, provide inputs on contract awards, in compliance with the WHO standards, policies, rules, and procedures including facilitation of competitive selection, management of supply offers, contracting and the local procurement committee functionality Facilitate shipments:

Track the status of requisitions and provide updates on delivery status or delays, resolve; prepare claims for lost, damaged or incorrect shipments and assist in obtaining settlements as necessary; coordinate the resolution of claim issues with suppliers concerning their non-compliance with contractual terms and conditions Acknowledge receipt of goods and services in GSM and keep up to date records of all inventoriable items for the WCO.

Manages the supplier creation process and ensures bi-annually and annual evaluation of suppliers Produces statistics on purchases of the office’s goods and services on a quarterly basis; produces annual report on the procurement of goods and services, maintains and properly filed records of all office purchases.

Ensure accuracy of entries by checking information registered in the CSU Fixed Assets Register; Administrate the sale of Assets that are no longer in use in accordance with the approval of the WR. Supervise periodic physical verification (at least once every biennium) of all WHO Assets and reconcile them against the Fixed Asset register.

Prepare discrepancies report for management control and financial decision purposes(items not recorded, not found or disposed off).Coordinate the transfer of assets from person-to-person or unit[1]to-unit and ensure that this is reflected in the central fixed assets Supervise the process of disposal of obsolete assets and ensure that assets are disposed offing the best interest of the Organization and that records are updated in the Fixed Asset Register.

Travel Raise and manage meeting plans in GSM; Raise and manage Travel Requests for meetings and official missions;

Ensure compliance with the Travel Policy; Manage administrative arrangements for all WCO meetings and official missions and travel plans ;

Track the implementation of missions’ recommendations; Assist in the production of reports, statistics, and/or information material when required; Logistics Tracks requests for goods and services: receipts, payments and inventory requirements;

Regularly reviews country office supplies and submits stocks renewal to the Officer-in-Charge of Operations ;coordinates admonitors the needs of the office in liaison with the units concerned;

Tracks the annual inspection process and insurance policies for all office vehicles Oversees the management of the fleet, including planning and monitoring fleet movements and overseeing the maintenance vehicles Supervise drivers Assists international staffs with the importation, acquisition, and registration of their vehicles and personal effects;

The incumbent will serve as back up to the team members in similar or different positions within Wordforms all duties as assigned by supervisors

REQUIRED QUALIFICATIONS

Education

Essential: Work requires completion of secondary school with training of general administrative practices with focus on Logistics, Procurement and Travel practices, theories and procedures. Training in logistics, supplies/procurement and trivalued be an asset. Desirable: Training in UN/HR systemic an advantage. Proven skills indurating and editing required.

Experience

Essential: 8 years of experience in administrative positions preferably with several years experience in the UN and have a sound knowledge of its rules, regulation, procedures and practices as related to the work. Desirable: Experience in other areas such as Programme Management would be an asset.

Skills

Ability to identify various categories of supplies and equipment to facilitate procurement. Ability to acquire (and apply) a sound knowledge of policies, practices and procedures connected with assigned duties; Ability to work with minimum supervision;

The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self study or in-house training. Ability to use standard Office software such as Word, Excel and PowerPoint. Knowledge of WHO rules, regulations, policies and practices would be an asset.

WHO Competencies

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

Use of Language Skills

Essential: Desirable:

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

Online Jobs Application Portal

Please Fill ALL The Details Below To Apply For The Above Position.