Logistics Assistant

Overview

Provide support in logistics and administrative transactions under WHO policies.

You have:

• Completion of secondary education or equivalent technical training in Logistics, Procurement, IT, Accounting, Engineering and Asset Management.
• At least five (05) years working experience in complex Logistics and Procurement operations and diverse work environment, preferably in a UN system and/or an international organization.
• Excellent knowledge of Portuguese.
• Working Knowledge of English or French.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,721 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

PURPOSE OF THE POSITION

Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related Logistics and administrative support and services transactions in GSM/BMS to both managers and staff members to perform GSM/BMS transactions in accordance with WHO rules, regulations and policies.

OBJECTIVES OF THE PROGRAMME

<pre style="text-align: justify;"><span style="font-size: 14px;"><span style="font-family: arial, helvetica, sans-serif;"><a name="OLE_LINK1"></a><a name="OLE_LINK2"></a><span style="mso-bookmark: OLE_LINK1;">Country Management Support Units (CSUs)</span><span style="mso-bookmark: OLE_LINK2;"><span style="mso-bookmark: OLE_LINK1;"><span lang="EN-GB"> have been established in the organizational structure to provide support for Managers and staff to<br></br>fully assume their responsibilities in the GSM & BMS environment and to </span></span></span><span style="mso-bookmark: OLE_LINK2;"><span style="mso-bookmark: OLE_LINK1;">ensure compliance with organizational policies, procedures, rules<br></br>and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.<br></br><br></br><strong>ORGANIZATIONAL CONTEXT<br></br><br></br></strong></span></span><span style="letter-spacing: -0.1pt;">Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor.<span style="mso-spacerun: yes;">  </span>Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.<p></p></span></span></span>

<pre style="text-align: justify;"><span style="font-size: 14px;"><span style="font-family: arial, helvetica, sans-serif;"><span style="mso-bookmark: OLE_LINK2;"><span style="mso-bookmark: OLE_LINK1;"><span style="letter-spacing: -0.1pt;">WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established financial procedures, practices and standards, guidelines<br></br>for briefing/informing staff members.<span style="mso-spacerun: yes;">  </span>The incumbent is expected to apply the above to financial transactions</span><br></br></span></span><span style="mso-bookmark: OLE_LINK2;"><span style="mso-bookmark: OLE_LINK1;"><p></p></span></span></span></span>

SUMMARY OF ASSIGNED DUTIES

Under the direct supervision of the Procurement Officer and general guidance of the Operations Officer, the incumbent performs the following functions:

Importation and exportation of WHO goods

1) Initiate import and export formalities for all WHO goods (equipment, materials, consumables, and medicines)

2) Initiate requests for exemption from customs duties and related taxes on all WHO goods

3) Generate & submit monthly reports on imports and exports of WHO goods.

Management of Office Transport Services

4) Supervise the drivers and organize the Office transport services

5) Manage the vehicles’ online tracking system

6) Generate and submit monthly reports on the transport services

Management of Office Fuel for vehicles and Generator

7) Prepare the procurement requests of fuel for Office vehicles and generator

8) Generate and submit monthly fuel consumption reports and fuel replenishment

Management of the WHO Warehouses

9) Maintain up to date the records of all WHO Warehouses

10) Prepare and submit monthly reports of WHO Stock in BMS

Management of the WHO Premises & Fixed Assets

11) Maintain the WHO Office clean and fit (Office Cleaning, Plumbing, Electricity, Water and anticipate repairs)

12) Maintain an up-to-date the records of all WHO fixed assets and attractive items.

13) Supervise physical verification of fixed assets and generate collated quarterly reports

14) Maintain custody of fixed assets barcodes and accept assets in GSM while barcoding.

15) Generate annual fixed assets movement cards based on the WHO e-manual XIII.

16) Provide guidance on the management of non-functional equipment and initiate the process of their disposal

Management of Procurement related to Logistics

17) Prepare and submit all procurement processes for goods and services related to Logistics area

18) Provide logistics support for upcoming logistics requirements as may be required.

19) Perform other duties assigned by supervisor

COMPETENCIES

1. Communicating in a credible and effective way

2. Producing results

3. Fosters integration and teamwork

4. Respecting and promoting individual and cultural differences

5. Ensuring the effective use of resources

FUNCTIONAL KNOWLEDGE AND SKILLS

• Ability to plan, anticipate, organize, coordinate and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision.
• Very good understanding of operations and logistics in a complex work environment.
• Excellent knowledge of fixed asset management and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

EDUCATIONAL QUALIFICATIONS

Essential

• Completion of secondary education or equivalent technical training in Logistics, Procurement, IT, Accounting, Engineering and Asset Management.

Desirable

• University degree in Logistics, Procurement, IT, Engineering or Management studies.

EXPERIENCE

Essential

• At least five (05) years working experience in complex Logistics and Procurement operations and diverse work environment, preferably in a UN system and/or an international organization.

Desirable

• At least 5 years' experience in inventory and warehouse management.

LANGUAGE SKILLS

Essential

• Excellent knowledge of Portuguese

Desirable

• Working Knowledge of English or French

OTHER CONSIDERATIONS

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.

Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.

REMUNERATION

WHO salaries for staff in the General Services category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 26,625 (subject to mandatory deductions for pension contributions and health insurance, as applicable). Other benefits include 30 days of annual leave, allowances for dependent family members.

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 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.

• Staff members in other duty stations are encouraged to apply.

• 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.

• 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.

• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• 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.

• 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 [email protected].

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO's operations please visit: http://www.who.int.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates

Potential interview questions