Logistics Assistant

OBJECTIVES OF THE PROGRAMME

Within the WHO Country Office (WCO), to provide support and services in the preparation of pre-requisites and the initiation of Procurement and Inventories Management, and Travel and Meetings Management in related transactions in GSM to both managers and staff members to perform GSM transaction in accordance with WHO rules, regulations and policies

DESCRIPTION OF DUTIES

The Logistics Assistant reports to the Procurement Officer and Operations Officer and provides support to both managers and staff members in performing GSM transactions in the following areas:

1. Assists international staff with importations, purchasing and registration of their payment and inventory requirements.
2. Coordinates and monitors office space requirements in liaison with relevant units as required.
3. Coordinates and provides sound transport management service in WHO country office.
4. Assesses the transport need and develops transport plan to ensure availability of transport for the planned activities of WHO country office
5. Monitors the movement of WHO vehicles in accordance with the rules and the regulation of WHO
6. Manages the inventory of WHO vehicles and ensures that the vehicles are road worthy
7. Acts as focal point with external contractors for vehicle maintenance; evaluates the quality of maintenance conducted on WHO vehicles and provides technical advice when required
8. Ensures proper management of radio HF and VHF communication network
9. Follows up the process of annual inspection and insurance policy for all WCO vehicles
10. Manages allocation of office space and equipment to staff members in collaboration with the administrative services team
11. The incumbent will serve as back up to the team member’s in similar or different positions within the WCO.
12. Assists in the production of reports, statistics, and/or information material when required;
13. Performs other duties as requested by supervisor

REQUIRED QUALIFICATIONS

Education

Essential: Work requires completion of secondary school education with training of general administrative practices with focus on Logistics, Procurement and Travel practices, theories and procedures.

Desirable: Training in logistics, supplies/procurement and travel. Training in UN/HR systems in an advantage.

Experience

Essential: At least five (5) years of experience in administrative positions preferably with several years' experience in the UN and have a sound knowledge of its rules, regulation, procedures and practices as related to the work.

Desirable: Experience with UN or other international or multi-national organizations. Experience working as an executive assistant in WHO/UN.

Skills

• 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

WHO Competencies

1. Communicating in a credible and effective way
2. Producing results
3. Fosters integration and team work
4. Moving forward in a changing environment

Use of Language Skills

Essential - Fluency in spoken and written English