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Qualifications
PURPOSE OF THE POSITION
Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related Logistics and administrative support and services transactions in GSM/BMS to both managers and staff members to perform GSM/BMS transactions in accordance with WHO rules, regulations and policies.
OBJECTIVES OF THE PROGRAMME Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to
fully assume their responsibilities in the GSM & BMS 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.ย 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.ย The incumbent is expected to apply the above to financial transactions
SUMMARY OF ASSIGNED DUTIESย
Under the direct supervision of the Procurement Officer and general guidance of the Operations Officer, the incumbent performs the following functions:
Importation and exportation of WHO goods
1)ย ย ย ย ย Initiate import and export formalities for all WHO goods (equipment, materials, consumables, and medicines)
2)ย ย ย ย ย Initiate requests for exemption from customs duties and related taxes on all WHO goods
3)ย ย ย ย ย Generate & submit monthly reports on imports and exports of WHO goods.
Management of Office Transport Services
4)ย ย ย ย ย Supervise the drivers and organize the Office transport services
5)ย ย ย ย ย Manage the vehiclesโ online tracking system
6)ย ย ย ย ย Generate and submit monthly reports on the transport services
Management of Office Fuel for vehicles and Generator
7)ย ย ย ย ย Prepare the procurement requests of fuel for Office vehicles and generator
8)ย ย ย ย ย Generate and submit monthly fuel consumption reports and fuel replenishment
Management of the WHO Warehouses
9)ย ย ย ย ย Maintain up to date the records of all WHO Warehouses
10)ย ย Prepare and submit monthly reports of WHO Stock in BMS
Management of the WHO Premises & Fixed Assetsย
11)ย ย ย ย ย Maintain the WHO Office clean and fit (Office Cleaning, Plumbing, Electricity, Water and anticipate repairs)
12)ย ย ย ย ย Maintain an up-to-date the records of all WHO fixed assets and attractive items.
13)ย ย ย ย ย Supervise physical verification of fixed assets and generate collated quarterly reports
14)ย ย ย ย ย Maintain custody of fixed assets barcodes and accept assets in GSM while barcoding.
15)ย ย ย ย ย Generate annual fixed assets movement cards based on the WHO e-manual XIII.
16)ย ย ย ย ย Provide guidance on the management of non-functional equipment and initiate the process of their disposal
Management of Procurement related to Logistics
17)ย ย ย ย ย Prepare and submit all procurement processes for goods and services related to Logistics area
18) Provide logistics support for upcoming logistics requirements as may be required.
ย 19) Perform other duties assigned by supervisor
COMPETENCIES
1. Communicating in a credible and effective way
2. Producing results
3. Fosters integration and teamwork