Procurement and Travel Specialist at World Health Organization (WHO)

Grade: P3
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): Two years

Objectives of the Programme

• 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 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
Logistics:
He/She supports Staff and consultants in the following specific tasks:

• Develop, monitor implementation and occasionally review transport standard operating procedures for daily maintenance, budgeting of all operating costs, vehicle replacement and address transport needs using the organization's vehicles.
• Oversee daily 156 vehicle fleet management including drivers' capacity development.
• Coordinate the provision of adequate and effective electronic communication in conformity to MOSS requirements and operational responsiveness in all areas including states under complex security situation with inadequate conventional communication facilities.
• Provide coordinated support to state offices for provision of reliable power supply, effective floor space office management, provide technical support for office renovation work and supervise coordination of office sharing agreements with UN partner sharing office space with WHO.
• Coordinate Office inventory activities.Participation in UN Operations Management Team (OMT) coordination activities for formulating policy and shared resources geared towards increasing value at the lowest possible cost.

Procurement:

• Advises the Head of WHO Country Office (WR) for an informed decision making on procurement transactions.
• Coordinates the preparation and submission of the procurement plans by the different clusters of the budget center.
• Prepares and monitors the implementation of procurement plan ensuring objectives and priorities are met and on track.
• Evaluates requests from the technical units and partners and advises for compliance with the organization rules and regulations.
• Administers procurement resources and ensures compliant and efficient use of standard operating procedures of procurement.
• Maintains the pre-qualified and assessed suppliers database.
• Maintains and monitors the overall activities of procurement, logistics, and contracting services for the office through the useof the GSM oracle system and other procurement tools including the Business Intelligence (BI); providing reports, data and statistics.
• Provides guidance on procurement, logistics, contracting services to managers and staff.
• Ensures smooth running of operations of procurement transactions including goods and services ordering and delivery.
• Maintains regular contact with the Regional Contracting and Procurement Service (CPS/AFRO) and make follow up of the Contract Review Committee (CRC) deliberations.
• Makes a follow up of the shipment of items ordered with the forwarding companies and liaises with local authorities for taxes exemption and for timely clearing of the goods items from the customs.
• Acts as the Secretary for the Local Procurement Committee. Analyzes and/or evaluates vendors performance, along with other designated staff members.

Travel:

• Coordinate the staff and activities of the Travel Unit at the Country level and liaise with the travel agencies.
• Undertake travel arrangements for all WHO staff members embarking on international official travels and ensure follow-up actions with AFRO, HQ or other Agencies in facilitating the issuance of relevant traveling documentations including Travel Authorizations.
• Arrange visas for all WHO travelers so that they are able to attend meetings within the set dates and where the need arises, to arrange for visa at the point of entry.
• Keep updated addresses and telephone numbers for Hotels and carry out update of hotels in the country.
• Identify new hotels and negotiate concessionary rates for WHO staff and Consultants;
• Make hotel reservations for WHO staff members, family members, Consultants, participants at meetings and Government delegations on WHO missions in and outside the country.
• Maintains an up-dated list of Government Ministries and Agencies and their senior personnel collaborating with WHO, eg Consultants, NGOs, Diplomatic Missions and other International Agencies for the purpose of follow-up of communication.
• Manage and oversee all airport protocol and immigration matters. Undertake other administrative duties assigned from time to time.

Requirements
Essential:

• First University Degree in Business Administration, Public Administration, Management, or related field.

Desirable:

• An Advanced University Degree in Business Administration, Public Administration, Management, post graduate training in operations management or related field.

Experience:
Essential:

• A minimum of five years' experience, some of which in an international context, working in the area of procurement services, and logistics services for a programme

Desirable:

• Experience using Enterprise Resource Planning Oracle systems or similar packages.Relevant experience in the UN System and/or international organization.

Skills:

• Ability to provide leadership, monitor progress and design studies
• Sound knowledge and skills in procurement and budget.
• Concrete skills in implementing operations of procurement services and processes.
• Excellent knowledge and ability to make travel arrangement at competitive costs.
• Good knowledge of the tourism and related industry.
• Ability to acquire sound knowledge of WHO rules, regulations and procedures.
• Ability to establish and maintain effective working relationships with people at various levels and of different nationalities.
• Sound skills in utilizing Enterprise Resource Planning Oracle systems or similar packages.

WHO Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Ensuring the effective use of resources.

Essential:

• Expert knowledge of English.

Remuneration

• WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 62,692 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 2649 per month for the duty station indicated above.
• Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.