Administrative Assistant for Procurement & Shipping (SSA/G6) – (2308147)

Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 4 months
Job Posting: Sep 5, 2023, 4:19:40 AM
Closing Date: Sep 11, 2023, 4:59:00 PM
Primary Location: Kenya-Nairobi
Organization: AF_KEN Kenya
Schedule: Full-time

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OBJECTIVES OF THE PROGRAMME

The Country Management Support Unit (CSU) contributes to WHO Kenya Country Office three strategic priorities: achieving universal health coverage, addressing health emergencies, and promoting healthier populations. These priorities are aligned with the WHO’s Thirteenth General Programme of Work (GPW13), which sets the strategic direction for the organization for 2019-2023 and has three enabling functions: leadership, governance and advocacy; organizational effectiveness and efficiency; and measurement, learning and innovation.

The CSU provides support to clusters and staff to fully assume their responsibilities to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters.

PURPOSE OF THE POSITION

Under the direct supervision of Operations Officer, the incumbent is expected to provide efficient procurement, shipping, and logistical services, in consistency with WHO rules and regulations.

The Administrative Assistant will provide a full range of procurement and shipping services covering all end-to-end processes to be implemented in and outside GSM. He/she will ensure efficient, cost-effective, and transparent utilization of resources.

Broad guidance is provided by the supervisor or other professional staff or through general objectives and instructions regarding resource allocation, clusters/programmes needs, and priorities.

DESCRIPTION OF DUTIES

Shipping Management

1. Draft and type routine correspondence and documents relating to shipping activities in accordance with standard office procedures.
2. Prepare donation certificate for signature and filed receipted files.
3. Ensure that copies of purchase orders, shipping documents, and receiving reports are dispatched to concerned Project Managers.
4. Check the delivery status, receipt status, payment status, supplier’s information and generate internal copy of Purchase Order in GSM.
5. Maintain and update records related to shipping documents/receiving reports, claim documents, and insurance.
6. Initiate financial commitment document in the GSM (ERP) for payments to supplier.

Procurement

• Review and analyze information contained in quotations or proposals from suppliers as required by WHO rules.
• Track the status of requisitions and updates procurement tracker.
• Respond to Requestors and Suppliers inquiries about the status of orders, charges, and cancellations.
• Assist in the management of LTAs signed by the office and ensures they are evaluated and renewed timely.
• Communicate regularly with suppliers regarding WHO rules and procedures on invoices payment and VAT exemptions.
• Initiate purchase requisitions in the GSM (ERP).
• Support emergency project implementation as regards procurement of supplies and commodities.
• Carry out any other related tasks as may be assigned by the Supervisor or any other delegated authority.

REQUIRED QUALIFICATIONS

Education (Qualifications):

Essential: Completion of Secondary education or Equivalent Technical training or Commercial education with specialization in Procurement, Shipping & Logistics, Supply Chain Management, or related field.

Desirable: Diploma/ Higher Education in Procurement, Supply Chain Management, will be an added advantage.

Experience: At least three years’ experience in Procurement/Supply Chain Management, Shipping, Logistics, at the national and international NGO/UN Agencies.

Skills

1. Sound knowledge of the principles, practice, business processes, and techniques in Procurement/Supply Chain.
2. Ability to collect, analyze and make sound recommendations for decision making.
3. Ability to monitor and communicate progress, write concise reports regarding procurement and shipping activities.
4. Organization and Planning Skills.
5. Good understanding of Procurement rules and business processes.
6. Demonstrate ability to coordinate tasks to meet deadlines.
7. Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Power Point.

WHO Competencies

1. Teamwork.
2. Communicating in a credible and effective way.
3. Producing Results.
4. Ensuring effective use of resources.
5. Respecting and promoting individual and cultural differences.

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Intermediate knowledge of WHO working language.

ADDITIONAL INFORMATION

• 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.
• 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: World Higher Education Database (WHED). Some professional certificates may not appear in the WHED and will require individual review.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules, and Manual.
• For information on WHO’s operations please visit: WHO Operations.
• WHO is committed to workforce diversity.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to putting the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment, and other types of abusive conduct (i.e., discrimination, abuse of authority, and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment, and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment, or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This is a General Service (GS-6) Position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.

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EXPERT Tips To Be A Successful Applicant

To excel in your application for the Administrative Assistant for Procurement & Shipping position, consider the following expert tips:

1. Tailor Your Application: Customize your cover letter and resume to highlight your experience and skills related to procurement, shipping, and logistics. Emphasize your ability to adhere to WHO rules and regulations.

2. Showcase Your Communication Skills: Clearly demonstrate your ability to communicate effectively with colleagues and suppliers. Provide examples of how you’ve resolved inquiries and managed correspondence.

3. Highlight Your Organizational Skills: Describe instances where you’ve effectively organized tasks to meet deadlines, a crucial aspect of this role.

4. Proficiency in Microsoft Office: Mention your proficiency in Microsoft Office Suite, especially Excel, Word, and PowerPoint. These skills are valuable for data analysis and reporting.

5. Understand WHO’s Mission: Familiarize yourself with WHO’s strategic priorities and the Thirteenth General Programme of Work (GPW13). Show how your work aligns with these goals.

6. Demonstrate Teamwork: Give examples of your teamwork skills and how you’ve contributed to achieving common goals.

7. Respect for Diversity: Emphasize your commitment to respecting and promoting individual and cultural differences, an important value at WHO.

By incorporating these tips into your application, you’ll increase your chances of success and showcase your suitability for this important role. Good luck!