Operations Support Specialist

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Qualifications

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The objective of the Health Emergencies Department (PHE) of the Pan American Health Organization (PAHO/WHO) is to increase health sector resilience to emergencies and disasters. PHE assists Member States to strengthen the health sector’s capacities in prevention, risk reduction, preparedness, surveillance, response, and early recovery for emergencies and disasters related to any hazards (natural, man-made, biological, chemical, radiological and others) and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain disasters, including outbreaks, and to provide effective relief and recovery to affected populations. PHE is responsible for ensuring the implementation and updating of the PAHO/WHO Institutional Emergency and Disaster Response policy.

The incumbent is a member of the Health Emergency Operations (PHE/EMO) Unit. He/she will support project management and administration, information management, and activation and follow up with the logistics group of the Regional Response Team (RRT), as directed, to facilitate the timely delivery and implementation of the EMO and EOC Products and Services. Work requires interacting with PHE and other technical focal points from within the Organization, including PAHO/WHO Country Offices, to support coordination and logistics related to the operations of PAHO's emergency readiness and response efforts. The incumbent liaises with PHE emergency personnel in its subregional offices for the Caribbean, Central America, and South America and with procurement officers in PAHO/WHO's Headquarters and in country offices to coordinate the procurement of relevant goods and services. The incumbent is expected to exercise tact, discretion, and take initiative in procuring and prepare information kits for decision-making processes within the Organization.

DESCRIPTION OF DUTIES

Under the general supervision of the Director, Health Emergencies (PHE) and the direct supervision of the Unit Chief, Emergency Operations (PHE/EMO), the incumbent is responsible for, but not limited to, the following assigned duties:

1) Provide operational support for logistics pertaining to the procurement and management of strategic stocks and emergency dispatch of goods, supplies and equipment for emergency preparedness and response, including coordinating the consolidation of specifications, resource requirements, monitoring orders, and other related activities; 

2) Develop and maintain reports, dashboards, and databases to track orders, inventories and needs for emergency preparedness and response, ensuring timely and informed decision making;

3) Support the identification, mapping, and monitoring of potential donors and strategic partners to provide estimates on resource needs for emergency preparations and related operations;

4) Support the coordination and collaboration among partners and UN agencies through close monitoring of the logistics chain during emergency operations;

5) Provide support in organizing information for the presentation of proposals aimed at resource mobilization and the creation of strategic alliances;

6) Provide support to countries in the shipment, reception, donation, and distribution of supplies or medications, as well as in inventory management and emergency procedures related to the logistics chain;

7) Serve as  liaison between  the PAHO EOC and  the regional logistics response team and the OSL /WHE roster;               

8) Contribute to the drafting and consolidation of information required for the timely submission of proposals, donor reports, and other technical documents in support of resource mobilization, communications, and program management for PAHO/WHO's emergency preparedness and response activities; 

9) Support the management and monitoring of financial resources assigned to emergency operations for logistics, particularly for the procurement of emergency goods, supplies, and equipment, maintenance of warehouses, etc.;

10) Provide operational support for logistics and management, including dispatching and replenishment of goods, supplies, and equipment, of PAHO/WHO's strategic stock, particularly the stock housed in the United Nations Humanitarian Regional Depot in Panama and other approved inventories in the Region; 

11) Collaborate with the Logistics Team of the PAHO/WHO Regional Response Team (RRT) in coordinating requests for procurement or donations, dispatch, and monitoring of health commodities and materials;

12) Collaborate with relevant PHE administrative personnel in the maintenance and updating of the programmed and ad hoc inventory counts and reviews of PAHO supplies located in the United Nations Humanitarian Regional Depot in Panama and other approved inventories in the Region;

13) Collaborate with the regional initiatives to reinforce the logistics network;

14) Contribute towards the development and updating of operational emergency processes and collaborate in capacity building for PAHO/WHO personnel and partners; support in coordination between Operational Support & Logistics (OSL) units and Sub Regional and Country offices as well as external partners;

15) Provide technical support to PAHO/WHO Country Offices in the areas of operations and logistics in response to emergencies; \\

16) Support the Organization’s emergency and disaster response operations and serve as a member of the Regional Disaster Response Team;

17) Perform other related duties, as assigned. 

REQUIRED QUALIFICATIONS

Education:

Essential: A bachelor’s degree in public or business administration, a social science, or in any other field related to the functions of the post from a recognized university.

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.  PAHO, considers higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

World Higher Education Database (WHED), 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/ 

Council for Higher Education Accreditation http://www.chea.org/search/default.asp

College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/ college navigator to support the validation process.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

Experience:

Essential: Five years of combined national and international experience in the field of health logistics operations and supply chain management in emergency, humanitarian or military response efforts, disaster management, logistics, or related field.

Desirable: Experience or knowledge of customs laws, international commercial terms, regulatory processes, and dynamics of international commerce and freight. Experience working in UN organizations/agencies, international institutions or NGOs. Experience working in an emergency context, especially in Latin America and the Caribbean, would be an asset.

SKILLS:

PAHO Competencies:

·         Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

·         Teamwork: Collaborate and cooperate with others. - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.

·         Respecting and valuing individual differences: Treats everyone with dignity and respect, fostering positive relationships with everyone. Reflects on personal behavior to avoid stereotypes and considers situations from the perspective of others. 

·         Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - Quality and quantity of communication targeted at audience.  Listens attentively and does not interrupt other speakers.  Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans).  Shares information openly with colleagues and transfers knowledge, as needed.

·         Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance.    Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.  

·         Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently.  Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary.   Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.  

·         Moving forward in a changing environment: Propose change/Adapt to change - Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise.  Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

·         Knowledge of technologies and software for inventory control, logistics and supply chain management.

·         Practical knowledge and skills in planning, implementation, and monitoring of program activities.

·         Excellent skills in assessment and analysis of data.

·         Strong technical, analytical, and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on key technical issues.

·         Ability to perform compliance reviews of import and export processes and documentation for international shipments of tangible items.

·         Ability to exercise tact, discretion, and judgment; independently take initiative in procuring intelligence, and the ability to produce results under crisis situations.

·         Excellent organizational and analytical skills combined with ability to multi-task and produce accurate results under pressure.