| The mission of WHO is the attainment by all peoples of the highest possible level of health. | |
| Vacancy Notice No: AFRO/14/FT474 Title: NPO/Logistics, Procurement & Travel Officer Grade: NO-C Contract type: Fixed-Term Appointment Duration of contract: Initially for one year | Date: 4 September 2014 Application Deadline: 25 September 2014 (1 day(s) until closing deadline) Currently accepting applications Duty Station: Addis Ababa, Ethiopia Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) / AF_ETH Ethiopia (AF_ETH) |
| OBJECTIVES OF THE PROGRAMME : Under the overall supervision of the WHO representative and direct supervision of the Operations Officer, the incumbent performs the Country Management Support Unit functions as they relate to Logistics, Procurement, Supplies and inventory, General Office Administration, Travel, Protocol and meetings Administration. The 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 Global Management System (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: The Logistics/Procurement and Travel Officer reports to the Operations Officer, and provides support to both managers and staff members in performing GSM transactions in the following areas:- Logistics Management 1. Coordinates and provides sound transport management service in WHO/Ethiopia 2. Assesses the transport need and develops transport plan to ensure availability of transport for the planned activities of WHO country office 3. Monitors the movement of WHO vehicles in accordance with the rules and the regulation of WHO 4. Manages the inventory of WHO vehicles and ensures that the vehicles are road worthy 5. Acts as focal point with external contractors for vehicle maintenance; evaluates the quality of maintenance conducted on WHO vehicles and provides technical advice when required 6. Ensures proper management of radio HF and VHF communication network Procurement management 1. Coordinates and facilitates procurement of goods and services within the WCO in accordance with the organization's policies and procedures 2. Undertakes biennial, annual and quarterly Procurement forecasting; 3. Acts as a secretary of the WCO Procurement Committee 4. Manages supplier creation process in GSM 5. Raises request for Price Estimate for non-catalogue items/services 6. Raises or revises request for procurement of goods and services Supplies and inventory Management 1. Monitors requests for goods and services, including receipt, payment and inventory requirements 2. Establishes and ensures that records of all inventories for the WCO are updated/maintained 3. Reviews regularly supplies of the WCO and take necessary action to information administration for renewal of the stock 4. Manages all fixed assets in the WCO within the delegation of authority Travels and meetings management 1. Ensures that meeting plans in GSM are raised and properly managed 2. Ensures that Travel Requests for meetings and official missions in GSM are raised and properly managed; 3. Ensures compliance with the Travel Policy 4. Ensures that activities related to protocol are managed by the team members 5. Ensures all custom clearances are efficiently performed 6. Provides support to international staff with importation, purchasing and registration of their private vehicles and personal effects General Office Administration 1. Coordinates and monitors office space requirements for existing and new staff in liaison with relevant units as required. 2. Manages the rent of office premises within the UNECA compound 3. Ensures that staff have proper seating arrangements and proposes optimal use of office spaces 4. Establishes a proper maintenance system in cases of malfunctions of office fixtures 5. Oversees the work of Office Clerks and monitors the cleaning services agreements Vs implementation Others 1. Prepares and submits regular quarterly reports in the area of Logistics/Transport, Procurement, Supplies, inventory and Travel management 2. Supervises all assistants in Procurement, Logistics, Supplies, travel and protocol and team members 3. The incumbent will serve as back up to the team members in similar or different positions within the WCO. 4. Performs other duties as assigned by supervisor | |
| REQUIRED QUALIFICATIONS | |
| Education: Essential: University degree in business administration, Management, Public Administration or related field. For WHO staff only, equivalent professional training of self study/work experience. Desirable: Training in logistics, supplies/procurement and travel would be an asset. | |
| Skills: Work requires maintaining up to date knowledge on any changes to the standard operating procedures. 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. Knowledge of WHO rules, regulations, policies and practices would be an asset. OTHER SKILLS: Excellent knowledge of Microsoft applications (e.g. Excel, Word, PowerPoint, etc) with an emphasis on Excel or a similar workbook application. COMPETENCIES: 1. Communicating in a credible and effective way 2. Ensuring the effective use of resources 3. Producing results 4. Fostering integration and team work 5. Moving forward in a changing environment | |
| Experience: Essential: At least 5 years of professional experience at national level and international level in administration and management, including supervision of staff. Desirable: Experience in the areas of logistics, suppliers/procurement and travel management. Good knowledge of WHO programme management and end-to-end business processes as designed in the Global Management System; Good knowledge of GSM System or similar ERP Systems; | |
| Languages: Excellent knowledge of English or French, with the ability to work in the other language. Knowledge of Portuguese would be an asset. | |
| Additional Information: This is a re-advertisement of our offline vacancy announcement which was advertised on "Fortune" the local newspaper on February 02, 2014 Annual remuneration: USD 19,331 Payable in ETB Only candidates under serious consideration will be contacted. Please provide your cellphone number and valid e-mail address. Applicants within government employment and/or with outstanding obligations will not be considered unless a letter of release is produced. Long-listed candidates may be contacted to sit a written test or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview. Interviews will take place using a competency-based approach. Note! That this is a National Professional Officer position. Only applications from nationals of ETHIOPIA will be accepted. Please REFRAIN from applying if you are not ETHIOPIAN NATIONAL | |
| This vacancy notice may be used to fill other similar positions at the same grade level. | |
| A written test and interviews may be used as a form of screening | |
| Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. | |
| All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. | |
| WHO is committed to workforce diversity. | |
| Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. | |
