Shipping Assistant

Job Description

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have beenestablished in the organisational structure to provide support for Managers andstaff to fully assume their responsibilities in the GSM environment and toensure compliance with organizational policies, procedures, rules andregulations on all administrative and financial matters and transactions in thecontext of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the operations Officer, the incumbent performs the following functions:

• Drafts and types routine correspondence and documents relating to shipping activities in accordance with standard office procedures.
• Draftsfollow-up correspondence pertaining to execution and safe receipt of supplies and overseas shipments.
• Ensures that copies of purchase orders, shipping documents and receiving reports are dispatched to concerned Project Managers.
• Check the delivery status, receipt status, payment status, supplier’s information and generate internal copy of Purchase Order in GSM.
• Preparesinstruction letters to protocol and/or registry for clearance of goods and follows-up timely delivery of goods to the end-users.
• Maintains and updates records related to shipping documents/receiving reports, claim documents and insurance. Uploads related shipping documents in ECM
• Draftspayment requests for submission to accounts payable to affect payment for suppliers.
• Assists and replaces other administrative staff, as required Perform any other duties that may be assigned by thesupervisor

REQUIRED QUALIFICATIONS

Education
Essential: Completion of secondary education or equivalent technical training or commercial education
Desirable: Diploma in Business Administration or office administration, logistics or procurement or relevant fields.

Experience
Essential: At least four years of relevant administrative experience preferably in the field of logistics and shipping.
Desirable: Experience in working with United Nations, multilateral or other non-profit international organization in health development or another UNagency is an asset. Experience in Oracle - based or other ERP systems is an asset.

Skills
The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training.He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure in the department, cluster and WHO, to be able to brief others and explain procedures. Good knowledge of pertinent WHOprocedures and established rules. Good drafting skills.- Ability to deal with people of diverse backgrounds - Good filing and organizational skills

WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills
Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French.

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: http://www.whed.net/ . 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.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO’s operations please visit: http://www.who.int.

• 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 put 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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

Closing Date: Apr 12, 2022, 5:59:00 AM