Logistics Assistant - Pretoria at World Health Organization

Purpose of the Position

• Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related administrative finance support and services transactions in GSM to both managers and staff members to perform GSM transactions in accordance with WHO rules, regulations, and policies

Job Description

Objectives of the Programme and the immediate Strategic Objectives

• Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the 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.
• Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)
• Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor.  Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.       
• WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established financial procedures, practices and standards, guidelines for briefing/informing staff members.  The incumbent is expected to apply the above to financial transactions.
• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
• Under the general supervision of the Procurement officer and general guidance of the Operations Officer, the incumbent performs the following functions:
• Maintain an up-to-date record of all WHO fixed assets and attractive items.
• Supervise physical verification of fixed assets and generate quarterly reports. Maintain custody of fixed assets barcodes and accept assets in GSM while barcoding.
• Generate annual fixed assets movement cards based on the WHO e-manual XIII.
• Provide guidance on handling of non-functional equipment and assist with arrangements for proper disposal
• Conduct logistics function at the country office pertaining to office, including fleet management
• Following up with relevant UN and Government counterpart for transactions relating to the premises.
• Support verification of radio and satellite communication equipment for tracking and billing in close consultation with radio room and radio technicians.
• Liaise regularly with Provincial and National offices to monitor operations activities and report on vehicle, staff movement, facilities maintenance, and security related matters from zones.
• Regularly assess logistics needs for WHO  office and summarize recommendations for implementation.
• Prepare a monthly report to the Operations Officer on Logistic activities across the country including fixed assets, vehicles maintenance, facilities maintenance and movement of stocks, office consumables and office equipment.
• Prepare monthly inventory report with indicative analysis giving recommendations on need for replacement and/or purchase of additional equipment
• Provide logistics support for upcoming logistics requirements as may be required.
• Perform other duties assigned by supervisor
• Difficulty, Sensitivity, Nature, and Importance of Work Relations
• With whom (indicate title only) and for what purpose does the job require contacts?
• Title of person contacted Subject and purpose of contact

Within unit/division       

Procurement  Officer, Operations Officer

• To cover the end-to-end process
• To get guidance and/or support
• Within Organization at duty station         
• Team members from the CSU, Managers, and staff members
• To cover the end-to-end process
• To get guidance and/or support
• Within Organization outside duty station              
• Government departments          
• To interact on administration of GSM transactions
• Outside the Organization             
• Service Providers.
• Respond to queries
• Recruitment Profile
• Competencies: Generic
• Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.
• Communicating in a credible and effective way
• Producing results
• Fosters integration and team work
• Respecting and promoting individual and cultural differences
• Ensuring the effective use of resources

Functional Knowledge and Skills: -

Describe the essential knowledge and the skills specific to the position.

• Ability to plan, organize, coordinate, and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision; Very good understanding of operations and logistics in a complex work environment. Excellent knowledge of fixed asset management and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

Educational Qualifications.

• Essential:-  Completion of secondary education or equivalent technical training in accounting, engineering and asset management.
• Desirable:- University degree in Engineering or Management studies.

Experience;

• Essential:-  At least five (05) years working experience in operations and logistics with a complex and diverse work environment, preferably an international organization.
• Desirable:-   At least 5 years' experience in inventory and ware house management.