Senior Logistics & Procurement Assistant World Health Organisation

 EXTERNAL VACANCY NOTICE

Senior Procurement & Logistics Assistant

Grade: G7 Step 1

Contractual Arrangement: Special Services Agreement (SSA)

Contract Duration: Twelve Months, Full Time

Primary Location: WHO Country Office Zambia-Lusaka

Closing Date: 8th March 2023

The WHO Country Office Zambia is seeking to hire a General Service Staff to provide direct support and services to the Country Management Support Unit (CSU); to manage and provide procurement and logistics.

Under the coordination of the Operations Officer the Procurement & Logistics Assistant will implement the overall procurement services of the department/office in the area of procurement work planning, implementation, monitoring and evaluation of procurement services and suppliers performance. He/She will liaise with counterparts within the organization to ensure operations of procurement transactions. In addition, He/She will interface with vendors and other external goods and services providers to ensure efficient and smooth procurement transactions are maintained within the department/office.
DESCRIPTION OF DUTIES

Procurement Operations:

• Assist in Procurement forecasting; Assist the WCO in preparing their procurement forecasts. Based on the procurement forecast plan, the Assistant provides support in executing related procurement activities and may be asked to participate with or in place of the supervisor at meetings with suppliers or programme units.
• Raise request for Price Estimate for non-catalogue items/services; If the prices of the items are not available, or the item is not in the GSM catalogue, the requestor raises a request for a price estimate through the GSM and the Assistant brings to the attention of the Manager and assists in the RPE process that follows;  records and files requests for price estimates for goods and services not already included as a catalogue item;  assists the Manager to source providers of the requested goods or services to ensure that all details are available for recording in the GSM.  In case of a service request the price estimates are requested for the services and includes the details like services required, budget amount and the dates within which services are required
• Raise or revise request for procurement of goods and services, Ensures 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.  In case of external service requisitions, the Operations Assistant supports the Manager in evaluating the service request based on WHO policies.
• Administers procurement resources and ensures compliant and efficient use of standard operating procedures of procurement.
• Follow standard emergency preparedness practices to ensure WHO is able to quickly respond and deploy emergency supplies and needed resources to affected areas at the onset of the crisis.
• Support auditing of procurement activities by collating the necessary information for recommendations to be responded to appropriately to ensure conformity with compliance rules.

Logistics and supply chain operations:

• Assists international staff with importation, purchasing and registration of their private vehicles and personal effects; Preparing letters, submitting and follow up to issuance visa and collection from Embassies, High commissions and Immigration Office for Visa requests for staff travelling on Official Mission Review regularly supplies of the WCO and take necessary action to information administration for renewal of the stock
• In compliance with the WHO rules and regulations, based on a comprehensive forecast of the supply needs and in collaboration with UN partners present, plan an end to end, timely provision of quality and adequate supplies, equipment and consumables for the health emergency operations.
• Monitor and review supplies, spend and draft procurement strategies based on category management in order to focus on strategic, essential supplies and services.
• Ensure an emergency supply and logistics preparedness action plan is well implemented for the WHO Country Office.
• Facilitate customs clearance, reception, transportation, storage and distribution of supplies to affected areas and populations.
• Liaise with the Logistician in the field regarding managing WHO warehouses and inventory; implement stock control mechanisms.
• Manage vehicle fleet; including the acquisition, receipt, distribution, maintenance, utilization and disposal of vehicles in accordance with the decisions of the vehicle disposal Committee. and current WHO policies and directives. Coordinate with other agencies on inter-agency transport collaboration
• Facilitate the setup of health facilities supported by WHO, support the appropriate functioning of the health facilities, mobile medical services such as vaccination campaigns, laboratory support and other emergency health related activities.
• Monitor and report regularly to the emergency team, drawing their attention to needs, gaps and problems, and proposing remedial actions.
• Perform any other related duties, as required by the supervisor

Functional Knowledge and Skills:

• Sound knowledge and skills in procurement and budget.
• Concrete skills in implementing operations of procurement 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.

REQUIRED QUALIFICATIONS

Education

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 one years’ experience, working in procurement services, and logistics services for a programme. Experience using Enterprise Resource Planning Oracle systems or similar packages

Languages

English expert level required, French working lever desirable

Other Considerations

Other Skills (e.g. IT):

Ability to lead and manage a team effectively;
Ability to develop innovative approaches and solutions;
Ability to demonstrate 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

WHO Competencies

Communicating in a credible and effective way

Producing results

Moving forward in a changing environment

Fostering integration and teamwork

Respecting and promoting individual and cultural differences

ADDITIONAL INFORMATION

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 candidate.