Assistant, Travel & Procurement

  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    1 month ago
  • Category:
    Procurement, Supply and Logistics, Travel and Transportation
  • Deadline:
    25/01/2024

JOB DESCRIPTION

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) 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

The Logistics/Procurement and Travel Assistant reports to the Operations Officer, and provides support to both managers and staff members in performing GSM transactions in the following areas:-LogisticsAssist in receiving and ensure compliancy of any importation of materials, goods and/or medicines with UN applicable local regulations on customs clearance and other administrative formalities.Assists international staff with importation, purchasing and registration of their private vehicles and personal effects; Monitors requests for goods and services, including receipt, payment and inventory requirements.Review regularly supplies of the WCO and take necessary action to information administration for renewal of the stock; Coordinates and monitors office space requirements in liaison with relevant units as required.Coordinates, with the support of Senior Driver, the movement of all WCO drivers and assign any driver for any official trip;Coordinates, with the senior driver, the vehicle log checking, and reports on findings and recommendations, as needed.Follows up the process of annual inspection and insurance policy for all WCO vehicles;Procurement and inventories management1. 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.2. Manage supplier creation process;3. 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.4. 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.Acknowledge receipt of goods and services in GSM;Keep/update records of all inventorable items for the WCO. Manage allocation of office space and equipment to staff members in collaboration with the Administrative Services Team;8. The incumbent will serve as back up to the team members in similar or different positions within the WCO.Travels and meetings management1. Raise and manage meeting plans in GSM;2. Raise and manage Travel Requests for meetings and official missions;3. Ensure compliance with the Travel Policy;4. Manage administrative arrangements for all WCO meetings and official missions and travel plans;5. Track the implementation of missions’ recommendations;6. Assist in the production of reports, statistics, and/or information material when required;7. The incumbent will serve as back up to the team members in similar or different positions within the WCO.

REQUIRED QUALIFICATIONS

Education

Essential: Work requires completion of secondary school with training of general administrative practices with focus on Logistics, Procurement and Travel practices, theories and procedures. Training in logistics, supplies/procurement and travel would be an asset.
Desirable: Training in logistics, supplies/procurement and travel would be an asset. Proven skills in drafting and editing required.

Experience

Essential: 5 to 7years of experience in administrative positions preferably with several years experience in the UN and have a sound knowledge of its rules, regulation, procedures and practices as related to the work.
Desirable: Experience in other areas such as Programme Management 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.

WHO Competencies

Communication
Teamwork
Producing results
Moving forward in a changing environment
Ensuring the effective use of resources

Use of Language Skills

Essential: Intermediate knowledge of English. Expert knowledge of French.
Desirable:
The above language requirements are interchangeable.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at MGA 20,649,000 (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 may be used as a form of screening.
  • In the event that 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 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 staff. 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 for WHO jobs.
    • 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 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 final 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 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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