Shipping Technician I

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This is a requisition 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 operational support for the purchasing and contracting actions of Headquarters, PWRs and Centers. It develops and oversees implementation of the Organization’s procurement policies and procedures in order to promote the effective use of Organization’s resources. PRO also purchases vaccines, pharmaceuticals, and related products on behalf of Member States as part of the Organization’s technical cooperation program.

DESCRIPTION OF DUTIES

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

a) Ensure the establishment of good operational standards for the transport of shipments, mostly perishable and non-perishable products; verify the costs of assigned purchase 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;

b) Ensure the timely review and transmission of shipping documents, using the supplier/consignee collaboration platforms;

c) Ensure the use of systems to maintain reliable tracking and visibility on the movement of goods;

d) 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;

e) Ensure on time dispatch information to recipient countries; monitor status of shipments with manufacturers and inform member countries and other parties;

f) Coordinate 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;

g) Coordinate 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;

h) Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes related to shipping and contract management matters;

i) 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;

j) Participate in the review of the supplier’s performance;

k) Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: Certificate of completion of high school.

Desirable: Specialized training at the college, university or business school level with emphasis on administration, logistics, procurement or finance. Procurement certification 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: Six years of experience in procurement work and/or logistics, or four years of experience in procurement work and/or logistics, and one year of college or university level courses towards a declared minor/major in the area of procurement/logistics or two years of experience in procurement work and/or logistics, and two years of college or university level courses towards a declared minor/major in the area of procurement/logistics.

Desirable: Experience in procurement of health-related commodities and in e-procurement systems 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 other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.

· 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/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

· Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

· Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

· Knowledge of procurement contracting principles and terms; ability to interpret rules and regulations.

· Ability to plan, organize, coordinate and carry out administrative processes such as: budget and expenditures records, processing of supplies and equipment, preparation of reports, etc.

· Ability to apply skills in planning, organizing, problem-solving of office management processes.

· Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc.

· Ability to prepare working translations and write/originate routine and non routine correspondence and reports in English and Spanish.

Languages:

Very good knowledge of English and Spanish.

IT Skills:

Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP). 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 $55,293.00

ADDITIONAL INFORMATION (Local Recruitment)

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.

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 offers an attractive compensation package including an annual net salary (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.

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

Administrative/support positions in Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be U.S. Citizens or hold a Permanent Resident Alien card (Green Card).

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 organizational purposes.