World Health Organization

PURPOSE OF THE POSITION

Under the direct supervision of Operations Officer, the incumbent is expected to provide, efficient procurement, shipping and logistical services, in consistency with WHO rules and regulations.
The Administrative Assistant will provide full range of procurement and shipping services covering all end-to-end processes to be implemented in and outside GSM. He/she will ensure efficient, cost-effective and transparent utilization of resources.
Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, clusters/programmes needs and priorities.

Description Of Duties

Shipping management

Draft and type routine correspondence and documents relating to shipping activities in accordance with standard office procedures.
Prepare donation certificate for signature and filed receipted files
Ensure that copies of purchase orders, shipping documents and receiving reports are dispatched to concerned Project Managers.
Check the delivery status, receipt status, payment status, supplier’s information and generate internal copy of Purchase Order in GSM.
Maintain and update records related to shipping documents/receiving reports, claim documents and insurance.
Initiate financial commitment document in the GSM (ERP)for payments to supplier

Procurement

Review and analyze information contained in quotations or proposals from suppliers as required by WHO rules.
Track the status of requisitions and updates procurement tracker.
Respond to Requestors and Suppliers enquiries about status of orders, charges, and cancellations.
Assist in the management of LTAs signed by the office and ensures they are evaluated and renewed timely.
Communicate regularly with suppliers regarding WHO rules and procedures on invoices payment and VAT exemptions.
Initiate purchase requisitions in the GSM (ERP).
Support emergency project implementation as regards procurement of supplies and commodities
Carry out any other related tasks as may be assigned by the Supervisor or any other delegated authority

Required Qualifications

Education (Qualifications):

Essential: Completion of Secondary education or Equivalent Technical training or Commercial education with specialization in Procurement, Shipping & Logistics, Supply Chain Management or related field
Desirable: Diploma/ Higher Education in Procurement, Supply Chain Management, will be an added advantage
Experience: At least three years’ experience in Procurement/Supply Chain Management, Shipping, Logistics, at the national and international NGO/UN Agencies.

Skills

Sound knowledge of the principles, practice, business processes and techniques in Procurement/Supply Chain
Ability to collect, analyze and make sound recommendations for decision making
Ability to monitor and communicate progress, write concise reports regarding procurement and shipping activities
Organization and Planning Skills
Good understanding of Procurement rules and business processes
Demonstrate ability to coordinate tasks to meet deadlines
Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Power Point.

WHO Competencies