Procurement Specialist, Shipping

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.

Assignments involve a broad range of support functions requiring the accurate analysis of shipping and expediting data, ensuring accuracy of calculations and adequacy and completeness of supporting information. Decisions and recommendations involve the planning and scheduling of services and operations affecting their timeliness, accuracy and completeness. Decisions relate to planning the necessary processes, recommending appropriate courses of action and preparing documentation, which affects the effectiveness of the services involved.Frequent contacts with staff members throughout the office as well as extensive external contacts to provide or collect a variety of information, ensure common understanding, clarify and/or resolve operational arrangements on issues or services of importance to the Organization.

DESCRIPTION OF DUTIES

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

a) Provide technical support and advice on matters related to the transportation of vaccines, such as methods of shipment, packing requirements, routing and timing of shipments, handling of restricted, perishable or fragile items, export and import licenses, and freight and insurance rates;

b) 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 andbring exceptions to the attention of the responsible officer;

c) Establish and utilize logistics management systems to ensure accurate tracking and real-time visibility of goods in transit, enabling proactive monitoring and control of the supply chain.

d) Coordinate international shipments by sending timely dispatch updates to recipient countries, tracking shipment status with manufacturers and keeping member countries and relevant parties informed;

e) 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;

f) 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;

g) Reconcile statements from freight agents, insurance and vendors, ensuring accurate and timely payment authorizations;

h) Conduct thorough supply chain analysis and mapping, including evaluation of quantities, availability, delivery schedules, distribution network efficiency and freight costs to optimize logistics and procurement processes;

i) Perform analyses to improve or streamline supply chain processes, tools and systems;

j) Utilize business intelligence to contribute to supply chain solutions;

k) Analyze supply chain of specific field operations and produce supply chain report/dashboard in support of supply chain operations;

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

m) Assist in reviewing and updating the Organization’s Country specific shipping instructions, including shipping terms and requirements for all countries for Covid-19 Vaccine;

n) Negotiate competitive insurance rates with insurance providers and carriers to secure comprehensive coverage for general shipments and specialized handling for emergency shipments, ensuring optimal risk management and cost savings.

o) Participate in the review, analysis and evaluation of procurement systems for modifications, improvements and streamlining of processes related to shipping and contract management matters for the delivery of biological products, includingCovid-19 vaccines;

p) Support the logistics strategy implementation for Covid-19 vaccine delivery in the Region and coordination with suppliers, FFWs, and Countries;

q) Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

A bachelor's degree in business administration, procurement or a field related to purchasing or international trade from a recognized university.

Desirable:Certification in procurement 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.PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), 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/

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

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

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: Experience in managing logistics of transportation at international level overseeing the shipment of perishable (as vaccines) 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 in international shipment/logistics of vaccines and other pharmaceutical products.

·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 recommendation on procurement/shipment administrative issues.

·Ability to integrate managerial and administrative inputs into recommendations for decision-making process; 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 a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook as well as Enterprise Resource Planning (ERP).Other IT skills and knowledge of other software programs such as Visio, Excel, Microsoft SharePoint and Project would be an asset.

REMUNERATION

Monthly Salary: (Net of taxes)

$4,198.08 (Salary is non-negotiable)

Post Adjustment:

$2,947.05.This amount 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 identify candidates to fill other similar short-term professional positions, at the same grade level.

·PAHO/WHO offers an attractive compensation package including a monthly 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 may include: 2.5 days annual leave per month, generous telework policy, parental leave, sick leave, pension plan, and health insurance scheme.Other benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, settling-in grant and rental subsidy.

·Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this position as a form of screening.

·The post description is the official documentation for organization purposes.

·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 committed to workforce diversity.

·PAHO 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 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 misconduct.

·PAHO 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 a smoke-free environment.

·Applications from women and from nationals of non and underrepresented Member States are encouraged.

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