NPO/Logistics - Procurement & Travel Officer

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Title: NPO/Logistics, Procurement & Travel Officer

Grade: NO-C

Contract type: Fixed-Term Appointment

Duration of contract: Initially for one year

Date: 4 September 2014

Application Deadline: 25 September 2014 (14 day(s) until closing deadline) Currently accepting applications

Duty Station: Addis Ababa, Ethiopia

Organization unit: AF_SSR AF South-East Sub-Region (AF_SSR) / AF_ETH Ethiopia (AF_ETH)

OBJECTIVES OF THE PROGRAMME :

Under the overall supervision of the WHO representative and direct supervision of the Operations Officer, the incumbent performs the Country Management Support Unit functions as they relate to Logistics, Procurement, Supplies and inventory, General Office Administration, Travel, Protocol and meetings Administration. The Country Management Support Units (CSU) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the Global Management System (GSM) environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an enterprise resource Planning (ERP) system.

Description of duties:

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

Logistics Management

1. Coordinates and provides sound transport management service in WHO/Ethiopia

2. Assesses the transport need and develops transport plan to ensure availability of transport for the planned activities of WHO country office

3. Monitors the movement of WHO vehicles in accordance with the rules and the regulation of WHO

4. Manages the inventory of WHO vehicles and ensures that the vehicles are road worthy

5. 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

6. Ensures proper management of radio HF and VHF communication network

Procurement management

1. Coordinates and facilitates procurement of goods and services within the WCO in accordance with the organization’s policies and procedures

2. Undertakes biennial, annual and quarterly Procurement forecasting;
3. Acts as a secretary of the WCO Procurement Committee

4. Manages supplier creation process in GSM

5. Raises request for Price Estimate for non-catalogue items/services

6. Raises or revises request for procurement of goods and services

Supplies and inventory Management

1. Monitors requests for goods and services, including receipt, payment and inventory requirements

2. Establishes and ensures that records of all inventories for the WCO are updated/maintained

3. Reviews regularly supplies of the WCO and take necessary action to information administration for renewal of the stock

4. Manages all fixed assets in the WCO within the delegation of authority

Travels and meetings management

1. Ensures that meeting plans in GSM are raised and properly managed

2. Ensures that Travel Requests for meetings and official missions in GSM are raised and properly managed;
3. Ensures compliance with the Travel Policy

4. Ensures that activities related to protocol are managed by the team members

5. Ensures all custom clearances are efficiently performed

6. Provides support to international staff with importation, purchasing and registration of their private vehicles and personal effects

General Office Administration

1. Coordinates and monitors office space requirements for existing and new staff in liaison with relevant units as required.

2. Manages the rent of office premises within the UNECA compound

3. Ensures that staff have proper seating arrangements and proposes optimal use of office spaces

4. Establishes a proper maintenance system in cases of malfunctions of office fixtures

5. Oversees the work of Office Clerks and monitors the cleaning services agreements Vs implementation

Others

1. Prepares and submits regular quarterly reports in the area of Logistics/Transport, Procurement, Supplies, inventory and Travel management

2. Supervises all assistants in Procurement, Logistics, Supplies, travel and protocol and team members

3. The incumbent will serve as back up to the team members in similar or different positions within the WCO.

4. Performs other duties as assigned by supervisor

REQUIRED QUALIFICATIONS

Education:

Essential:

University degree in business administration, Management, Public Administration or related field.

For WHO staff only, equivalent professional training of self study/work experience.

Desirable:

Training in logistics, supplies/procurement and travel would be an asset.

Skills:

Work requires maintaining up to date knowledge on any changes to the standard operating procedures. The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self study or in-house training. Knowledge of WHO rules, regulations, policies and practices would be an asset.

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