Logistics, Procurement & Travel Officer - at World Health Organization

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSU) have been established in the organisational structure to provide support for Managers and staff 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 and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

• Advises the Head of WHO Country Office (WR) for an informed decision making on procurement transactions.
• Coordinates the preparation and submission of the procurement plans by the different clusters of the budget center, ensuring their implementation according to the programme’s objectives and priorities.
• Provides guidance on procurement contracting services to managers and staff.
• Evaluates requests from the technical units and partners and advises for compliance with the organization’s rules and regulations.
• Administers procurement resources and ensures compliant and efficient use of standard operating procedures of procurement.
• Maintains the pre-qualified and assessed supplier’s database.
• Coordinates the issuance of LTAs and ensures that they are renewed timely.
• Maintains and monitors the overall activities of procurement and contracting services for the office using the GSM oracle system and other procurement tools including the Business Intelligence (BI), providing reports, data and statistics.
• Ensures smooth running of operations of procurement transactions including goods and services ordering and delivery.
• Maintains regular contact with the Regional Procurement and Supply Services (PSS/AFRO) and make follow up of the Contract Review Committee (CRC) deliberations.
• Coordinates the shipment of items ordered, working closely with the shipping assistant and the forwarding & clearing companies and liaises with local authorities for taxes exemption and for timely clearing of the goods items from the customs.
• Analyzes and/or evaluates vendors performance, along with other designated staff members,

Travel

• Coordinates the management of travel plans in GSM and ensures that Clusters are compliant with travel policies.
• Manages and produce reports, statistics, and/or information material on travel requests.
• Analyzes and/or evaluates vendors performance in the area of Travel.

 Logistics

• Coordinates the transport and fleet management.
• Produce reports, statistics, and/or information material on the Budget Center fleet.
• Coordinate office space management and allocation of equipment to staff members in liaison with relevant units as required.

Other

• Ensures that the Fixed Assets (FA) Assistant updates the office FA register regularly and provides a monthly report & an annual disposal plan. Ensures that the FA Assistant leads the physical verification and produces the relevant reports including the Year End Certificate of the office FA, in a timely manner.
• Executes all other related duties as assigned.

REQUIRED QUALIFICATIONS

Education (Qualifications):

• Essential: First university degree in Business Administration, Public Administration, Management, or related field.
• Desirable: An advanced university degree in Business Administration, Public Administration, Management, or related field.

Experience:

• Essential: A minimum of five years’ experience, working in procurement services, and logistics services for a programme. Experience using Enterprise Resource Planning Oracle systems or similar packages.

Skills

• Sound knowledge and skills in procurement and budget.
• Concrete skills in implementing operations of procurement of services and processes.
• Sound skills in utilizing Enterprise Resource Planning Oracle systems or similar packages.
• Strong computer skills in office applications including excel, power point, and word.
• Ability to lead and manage a team effectively.
• Ability to develop innovative approaches and solutions.
• effective interpersonal skills by working harmoniously as a member of a team, adapting to diverse educational, socio-political, and cultural backgrounds, and maintaining a high standard of personal conduct.