Logistics Assistant

G5

Contractual Arrangement

Fixed-term appointment

Contract Duration (Years, Months, Days)

Two years

Job Posting

Dec 5, 2023, 10:59:49 AM

Closing Date

Dec 19, 2023, 11:59:00 PM

Primary Location

Mozambique-Maputo

Organization

AF_MOZ Mozambique

Schedule

Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

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.

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

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

Under the general supervision of the Logistics, Procurement & Travel 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 collated quarterly reports from zonal logistics assistants. 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 and official residences maintenance and management.
• Following up with relevant 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 zonal and state offices to monitor operations activities and report on vehicle, staff movement, facilities maintenance and security related matters from zones.
• Regularly assess logistics needs for zonal and state offices and summarize recommendations for implementation.
• Prepare a monthly report to the Operations Officer on Logistic activities across the country including fixed assets, 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.

13. Perform other duties assigned by supervisor

Competencies

• 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

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.

Desired: 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.

Use Of Language Skills

Essential: Excellent knowledge of Portuguese

Desirable: Working Knowledge of English or French

Other Considerations

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.

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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States are stroungly encouraged to apply. (

https://www.who.int/careers/diversity-equity-and-inclusion)

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

[email protected]

• An impeccable record for integrity and professional ethical standards is essential. 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.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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