Vacancies at World Health Organization

Objectives of the Programme and the immediate Strategic Objectives

• The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
• Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)
• Within the Hub, the Supply Associate will report to the Supply Chain Officer (1st level supervisor) under the overall guidance of the Regional Supply Chain Lead, who will also be the 2nd level supervisor. Within the delegated authority, the incumbent will be responsible for ensuring an end-to-end follow-up, and guaranteeing an effective and efficient requisition process.
• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
• Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties:
• Ensure the supply administration and database operations are implemented according to the procedures, rules, and guidelines.
• Provide timely and proactive assistance and support to the supervisor on all supply needs.
• Examine Order Requests to ensure conformity and liaise with requesters.
• Support the Supply Chain officer in ensuring end-to-end follow-up of the requisitions placed for emergency response; develop and maintain an efficient and reliable tracking system.
• Initiate custom clearance of consignments, draft exemption requests, liaise with local agents, support warehouse management, assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the supply chain.
• Liaise with technical experts to ensure proper needs identification and assist in drafting preliminary specifications.
• Monitor pre-expiry items and address potential issues promptly to avoid losses.
• Oversee inbound and outbound goods in cooperation with the warehouse team, ensuring the quality and quantity of goods received or dispatched are as required.
• Record, check, and store received goods while managing and updating stock cards and bin cards.
• Conduct weekly inventory checks and ensure inventory records are up to date.
• Assist warehouse management team and Improve inventory follow-up.
• Keep the tracker for all Order Request updated.
• Ensure that all the items in the warehouse have a WHO code.
• Ensure the link between internal demand, order chronogram, product availability forecasts (shortages/surpluses), delivery times, budgets, and other relevant factors in conjunction with the line manager.
• In close collaboration with the procurement unit, dispatch approved Purchase Orders and follow-up with the delivery of ordered commodities and services
• Participating in creating and updating the project orders planning (chronogram) with the OSL Operations team and the OSL Supply Chain Management Officer.
• Perform any other related incident-specific duties as required by the functional supervisor.

Recruitment Profile

• Competencies : Generic
• Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Accountability
• Functional Knowledge and Skills:-
• Describe the essential knowledge and the skills specific to the position.
• Demonstrated knowledge and experience in supply chain management and operations, particularly in pharmaceutical products.
• Demonstrated ability to work in multicultural and multidisciplinary environments.
• Excellent knowledge of Microsoft Office applications and the use of complex databases and spreadsheets.
• Meticulous and detail oriented.
• Sound judgment, integrity, and tact when dealing with others.
• Demonstrated skill and proficiency in the use of computers, information technology, and Web-based software.

Educational Qualifications

• Essential: Completion of secondary education supplemented by logistical training.
• Desirable: A University degree in supply chain management, logistics, business and administration, or a related field.

Experience

• Essential: At least eight (8) years of relevant experience in supply chain management, supply operations, and logistics management.
• Desirable: Relevant experience in WHO or another UN agencies, and non-governmental organizations is an asset.
• Languages
• English Read:  Expert Knowledge
• Write:  Expert Knowledge
• Speak:  Expert Knowledge

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Objectives of the Program and the immediate Strategic Objective

• The mission of WHO’s Emergencies Preparedness and Response (EPR) program is to support member states to i) prepare for and prevent disease outbreaks and health emergencies, ii) promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain their capacity to respond to and recover from the negative effects of health emergencies.
• Organizational context (Describe the individual role of the incumbent within the team, focusing on the work environment within and outside the organization)
• The ultimate mission of the Operations, Support and Logistics Associate is to ensure that adequate Logistics operations, and administrative services are provided. Within the Hub, the OSL Associate will report to the Operations Support and Logistics Officer (1st level supervisor), while under the overall guidance of the Regional Supply Chain Lead, who will also be the 2nd level supervisor.
• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)
• Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:
• Support the OSL operations officer with the implementation of operational logistics plans to enhance and sustain logistical support for countries within the sub region.
• Provide essential data and inputs to assist the supervisor in preparing monthly and ad hoc reports on logistics activities across ESA sub-regional countries, including updates on Fleet, Health Logistics, WASH, and ICT operations.
• Maintain accurate administrative records by organizing and updating files, logs, and records in the prescribed format, ensuring they are readily accessible for future reference and use.
• Emergency Response Support:
• Support the Operations Support and Logistics officer with the coordination of emergency support to WCOs during outbreaks or natural disasters.
• Support with the creation of documents that will be issued to improve readiness of emergency support at WCO level, ensuring alignment with preparedness plans.
• Capacity Building and Training:
• Assist in organizing different OSL training sessions at country and regional level.
• Support knowledge-sharing initiatives, including the development learning materials.
• Reporting and Communication:
•  Prepare detailed logistics reports, profiles and updates for ESA countries for internal use.
• Maintain clear communication with the OSL teams at WHO Country Offices to support resolving logistics challenges promptly.
• Compliance and Quality Assurance:
• Ensure all logistics operations comply with WHO standards, national regulations, and donor requirements.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that queries are responded to in a timely manner.
• Meeting Administration:
• Arrange, coordinate, and lead administrative preparation for OSL meetings, seminars, trainings, and workshops, in country or abroad, including getting government clearances in collaboration with WCO, letters of invitation, cost calculation, and travel requests.
• Assist with preparing documents, dispatching materials, and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on their initiative or based on instructions.
• Correspondence:
• Draft correspondence: Prepare general or administrative correspondence independently or based on provided instructions, ensuring accuracy and professionalism.
• Review and prioritize incoming documents: Identify key information, attach relevant background materials, and highlight areas requiring action, effectively guiding professional staff to focus on priority items.
• Ensure compliance and quality: Verify that technical reports and documents adhere to WHO standards, rules, practices, and procedures. Edit and refine content as needed before submitting it for signature or clearance by the appropriate authority.

Recruitment Profile

• Competencies:
• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Producing results.
• Knowing and managing yourself.

Functional Knowledge and Skills

• Describe the essential knowledge and the skills specific to the position:
• Strong skills to work independently.
• Strong organizational skills complemented with the ability to work in a proactive manner, multitask and produce results under pressure.
• Sound knowledge and skills using a variety of office and computer packages.
• Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices.
• The ability to work under pressure.
• The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues and tact when dealing with staff and external partners.

Educational (Qualifications):

• Essential:
• High school diploma

Desirable:

• First Degree in Logistics, operations, or related field from an accredited/recognized institute. Specialized training in logistics and operational fields is desirable.

Experience:

• Essential:
• A minimum of five (5) years of experience in Logistics positions.