Business operations specialist assistant (Logistics)
OBJECTIVES OF THE PROGRAMME
To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.
DESCRIPTION OF DUTIES
The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
Advisory
? Brief clients, staff and partners on the procedures, rules, and regulations for the relevant service lines. ? Maintain consistency in approach and compliance with the respective procedures, rules and regulations in the delivery of services and transactions.
Administration
? Deliver the relevant processes and standard transactions, services and work products, in alignment with business plans and adherence to rules, regulations, and procedures.
? Technically support training in respective area of business operations support for clients and staff.
? Identify areas in which processes and procedures can be improved to deliver optimal client service, efficiency and effectiveness.
Logistics:
1. Coordinate the supply and distribution/delivery of international shipments, monitor and assess quality, quantity and safety of the received goods; oversee clearance and proper storage of goods and initiate duty exemption requests.
2. Monitor deliveries by suppliers, clearing agents and organization’s warehouses. Establish and maintain regular contacts with clearing and forwarding agents, customs, UN Agencies, NGOs and Government authorities, follow up and ensure that goods are promptly delivered to the right recipients and that appropriate receipts are received;
3. Monitor on-going shipments, pipeline information, insurance claims and other data, brief supervisors of any unforeseen problems pertaining to discharge, clearing operations, deliveries, etc and recommend solutions / corrective actions.
4. Provide regular and ad hoc reports on the progress and movement of shipments of goods.
Security:
5. Coordinate and supervise the work of the security team, prepare monthly work schedule (including attendance & leaves).
6. Attend to any security problems in the office/premises and report incidents to the supervisor.
7. Implement MOSS related mitigation measures when required.
Office related:
8. Register fixed assets in GSM. Ensure that office assets are bar coded and regular physical count is performed. Update and maintain accurate fixed assets and inventories data and reporting;
9. Ensure that the office premises and furniture are kept in proper condition; arrange repair/maintenance when required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems
Desirable:
Experience
Essential: A minimum of five years of work experience relevant to the position (administrative support services and transactions in the operational support area, including logistics).
Desirable: Experience in administrative support positions within WHO or another United Nations agency.
Experience in Oracle-based systems or another enterprise resource planning system
Skills
• Sound organization skills;
• Stress and time management skills.
• Good knowledge of WHO systems, procedures and practices.
WHO Competencies
*1) Teamwork
*2) Respecting and promoting individual and cultural differences
*3) Communication
4) Producing results
5) Knowing and Managing yourself
Use of Language Skills
Essential: Expert knowledge of English Language and local language.
Desirable: Beginners knowledge of other UN languages.
REMUNERATION
Remuneration comprises an annual base salary starting at USD 20,537 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
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 and/or an asynchronous video assessment may be used as a form of screening.
• In the event 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 (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net. Some professional certificates may not appear in the WHED and will require individual review.
• 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 E-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.
The WHO is committed to achieving gender parity and geographical diversity in its workforce . Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed 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. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• For information on WHO's operations please visit: http://www.who.int
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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