World Health Organization (WHO) is the directing and coordinating authority for health within the United Nations system. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends.
Job Title: Procurement and Travel Specialist
Venue: Abuja
Schedule: Full-time
Level: P3
Work Arrangement: Fixed-term appointment
Work Duration (Years, Months, Days): Two years
Objective of the Job
Country Management Support Units (CSU) 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
Description of work:
The description of the duties is listed below
Procurement:
- Advises the Head of WHO Country Office (WR) for an informed decision making on procurement transactions.
- Coordinates the preparation and submission of the procurement plans by the different clusters of the budget center.
- Prepares and monitors the implementation of procurement plan ensuring objectives and priorities are met and on track.
- Evaluates requests from the technical units and partners and advises for compliance with the organization rules and regulations.
- Administers procurement resources and ensures compliant and efficient use of standard operating procedures of procurement.
- Maintains the pre-qualified and assessed suppliers database.
- Maintains and monitors the overall activities of procurement, logistics, and contracting services for the office through the useof the GSM oracle system and other procurement tools including the Business Intelligence (BI); providing reports, data and statistics.
- Provides guidance on procurement, logistics, contracting services to managers and staff.
- Ensures smooth running of operations of procurement transactions including goods and services ordering and delivery.
- Maintains regular contact with the Regional Contracting and Procurement Service (CPS/AFRO) and make follow up of the Contract Review Committee (CRC) deliberations.
- Makes a follow up of the shipment of items ordered with the forwarding companies and liaises with local authorities for taxes exemption and for timely clearing of the goods items from the customs.
- Acts as the Secretary for the Local Procurement Committee. Analyzes and/or evaluates vendors performance, along with other designated staff members.
Travel:
- Coordinate the staff and activities of the Travel Unit at the Country level and liaise with the travel agencies.
- Undertake travel arrangements for all WHO staff members embarking on international official travels and ensure follow-up actions with AFRO, HQ or other Agencies in facilitating the issuance of relevant traveling documentations including Travel Authorizations.
- Arrange visas for all WHO travelers so that they are able to attend meetings within the set dates and where the need arises, to arrange for visa at the point of entry.
- Keep updated addresses and telephone numbers for Hotels and carry out update of hotels in the country.
- Identify new hotels and negotiate concessionary rates for WHO staff and Consultants;
- Make hotel reservations for WHO staff members, family members, Consultants, participants at meetings and Government delegations on WHO missions in and outside the country.
- Maintains an up-dated list of Government Ministries and Agencies and their senior personnel collaborating with WHO, eg Consultants, NGOs, Diplomatic Missions and other International Agencies for the purpose of follow-up of communication.
Manage and oversee all airport protocol and immigration matters. Undertake other administrative duties assigned from time to time.
Requirement
Essential
- First University Degree in Business Administration, Public Administration, Management, or related field.
Desirable:
- An Advanced University Degree in Business Administration, Public Administration, Management, post graduate training in operations management or related field.
Experience:
Essential:
- A minimum of five years’ experience, some of which in an international context, working in the area of procurement services, and logistics services for a programme
Desirable:
- Experience using Enterprise Resource Planning Oracle systems or similar packages.Relevant experience in the UN System and/or international organization.
Skills:
- Ability to provide leadership, monitor progress and design studies
- Sound knowledge and skills in procurement and budget.
- Concrete skills in implementing operations of procurement services and processes.
- Excellent knowledge and ability to make travel arrangement at competitive costs.
- Good knowledge of the tourism and related industry.
- Ability to acquire sound knowledge of WHO rules, regulations and procedures.
- Ability to establish and maintain effective working relationships with people at various levels and of different nationalities.
- Sound skills in utilizing Enterprise Resource Planning Oracle systems or similar packages.
WHO Competencies:
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Ensuring the effective use of resources.
Application Closing Date
10:59 PM: 30th May, 2022.
How to apply
Are you qualified and interested