Procurement Specialist, Shipping

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 98,139 USD and 133,297 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.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Department of Procurement and Supply Management (PRO) provides technical, managerial and strategic guidance for the purchasing and contracting actions of PAHO Headquarters, Country Offices, and Centers. PRO is responsible for sourcing, vendor relationship management, and procure-to-pay cycle of the Pan American Health Organization/World Health Organization Regional Office of The Americas (PAHO/WHO). PRO also develops and oversees implementation of the Organization’s procurement policies and procedures in order to promote the effective use of the Organization’s resources ensuring transparent, ethical and cost-effective procurement in compliance with PAHO’s rules and regulations.

DESCRIPTION OF DUTIES

Under the general supervision of the Director, Procurement and Supply Management (PRO) and the direct supervision of the Procurement Advisor, Strategic Fund (PRO/SF) the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Provide technical support and advice on transportation issues, such as methods of shipment, packing requirements, routing and timing of shipments, handling of restricted, perishable or fragile items, export and import licenses, freight and insurance rates, and the movement of household effects;
2. Ensure the establishment of good operational standards for the transport of shipments, mostly perishable and non-perishable products; verify the costs of assigned purchased orders for accuracy; maintain a strict call-up system to ensure timely action on procurement; review vendor acknowledgements for acceptance of all terms and conditions; bring exceptions to the attention of the responsible officer;
3. Ensure the setup and use of systems to maintain reliable tracking and visibility on the movement of goods;
4. Ensure on time dispatch information to recipient countries; monitor status of shipments with manufacturers and inform member countries and other parties;
5. Coordinate closely with freight forwarders and vendors concerning the readiness and accuracy of documentation to be shared with the recipient countries, verifying whether consignments are being sent in their entirety or partially; trace lost or delayed shipments to ensure proof of deliveries is received in support of invoices;
6. Administer complex and/or sensitive orders and/or contracts, which require special attention to ensure compliance with delivery terms or performance scheduled and other contract terms and conditions; review procurement documents for compliance with contract terms and authorizing the payment of suppliers, moving companies and freight forwarders invoices;
7. Discuss with suppliers, moving companies and freight forwarders current problems, general policies and suggestions to improve performance, special requirements, invoicing, claims and receipt of payment; participate in negotiations of agreements on rates and charges for services;
8. Notify consignees; provide guidance to filing claims for lost, damaged or incorrect shipments and negotiate settlements with suppliers as necessary; coordinate the resolution of claim issues with suppliers concerning their compliance with contractual terms and conditions in coordination with the buyers and the Organization’s Office of Legal Counsel;
9. Coordinate incoming and outgoing shipments to and from Washington, D.C. including instructing freight forwarders and carriers in completing customs clearance, preparing necessary documents, consolidating shipments and establishing priorities for shipment of materials;
10. Reconcile statements from freight agents, insurance and vendors, ensuring accurate and timely payment authorizations;
11. Carry out/use detailed supply chain business process mapping and analysis including estimated quantities, availability, delivery and distribution network effectiveness, and freight costs;
12. Perform analyses to improve or streamline supply chain processes, tools, and systems;
13. Utilize business intelligence to contribute to supply chain solutions. Analyze supply chain of specific field operations and produce supply chain report/dashboard in support of supply chain operations;
14. Participate in the review of the supplier’s performance;
15. Assist in reviewing and updating the Organization’s Country specific shipping directives, including shipping terms and requirements for all countries, including all relevant contact information;
16. Negotiate insurance premium rates with insurance companies and with carriers for general coverage and for special handling of emergency shipments;
17. Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes related to shipping and contract management matters;
18. Collaborate in distributing the workload within the Team among the various expeditors and preparing monthly reports on the workload and volume of transactions in the office;
19. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: A bachelor's degree in business administration, procurement, purchasing, shipping or any other field related to the functions of the post, from a recognized university.

Desirable: Experience in managing logistics of transportation at international level and overseeing the shipment of perishable (as pharmaceuticals) and hazardous materials would be an asset.

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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience****:

Essential: Five years of combined national and international experience with progressively more responsible experience in shipping and in the planning, administration and evaluation of related traffic or shipping activities in either the private or public sector.

Desirable: International Shipping experience in overseeing the shipment of highly perishable and hazardous materials would be an asset.

SKILLS****:

PAHO Competencies:

• Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
• Teamwork: Collaborate and cooperate with others. - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
• Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
• Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
• Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
• Moving forward in a changing environment: Propose change/Adapt to change - Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

• Theoretical and practical knowledge of international procurement/shipment of supplies and equipment, including pharmaceuticals, vaccines, insecticides, medical supplies and equipment.
• Experience with Freight Forwarders and insurance for international transportation. – Knowledge of customs clearance procedures and international product testing requirements.
• Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on procurement/shipment administrative issues.
• Ability to integrate managerial and administrative inputs into recommendations for decision-making processes; ability to manage multiple issues and tasks in a complex organizational environment;
• Ability to analyze and clarify specifications, to solicit and evaluate bids and offers, to identify, discuss and resolve shipping and expediting issues with requisitioners and suppliers and to draft documents and related correspondence.
• Excellent organizational and analytic skills combined with strong professional oral and writing skills, including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization

Languages:

Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.

REMUNERATION

Annual Salary****: (Net of taxes)

USD $50,377.00 post adjustment

Post Adjustment****: 63.5% of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level****.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance). Other benefits include: 30 days annual leave, dependency benefits, pension plan and health insurance scheme. Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

All applicants are required to complete an on-line profile to be considered for this post.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post. The post description is the official documentation for organization purposes.