Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment):

Under the supervision of the and general guidance of the and relevant Project Officer(s) the assistant is a team member. Work is assigned by supervisor who gives guidance on non-routine matters. Routine tasks are performed independently, and some degree of autonomy is also present in matters relating to office procedures. Complex assignments are reviewed in progress at the discretion of supervisor.

Established procedural and office guidelines are available, but where guidelines are incomplete, some interpretation may be required to determine a course of action or approach to work where precedents may not exist.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)

Under the direct supervision of the Administrative Officer, the incumbent will perform the following duties:

Logistics:

1. Coordinate the supply and distribution/delivery of international shipments, monitor and assess quality, quantity and safety of the received goods; oversee clearance and proper storage of goods and initiate duty exemption requests.
2. Monitor deliveries by suppliers, clearing agents and organization’s warehouses. Establish and maintain regular contacts with clearing and forwarding agents, customs, UN Agencies, NGOs and Government authorities, follow up and ensure that goods are promptly delivered to the right recipients and that appropriate receipts are received;
3. Monitor on-going shipments, pipeline information, insurance claims and other data, brief supervisors of any unforeseen problems pertaining to discharge, clearing operations, deliveries, etc and recommend solutions / corrective actions.
4. Provide regular and ad hoc reports on the progress and movement of shipments of goods.

Security:

1. Coordinate and supervise the work of the security team, prepare monthly work schedule (including attendance & leaves).
2. Attend to any security problems in the office/premises and report incidents to the supervisor.
3. Implement MOSS related mitigation measures when required.

Office related:

1. Register fixed assets in GSM. Ensure that office assets are bar coded and regular physical count is performed. Update and maintain accurate fixed assets and inventories data and reporting;
2. Ensure that the office premises and furniture are kept in proper condition; arrange repair/maintenance when required.

Educational background

Essential: Completion of secondary education, supplemented by training in the field of security and/or supply/logistics. Valid driving license.

Desirable: University degree in business administration, logistics management or related field is an asset

Professional experience and knowledge

Essential: At least 5 years progressive experience in the field of supply/logistics and/or security.

Desirable: Relevant experience in the UN system.

Functional Skills and Knowledge:

• Sound organization skills;
• Stress and time management skills.
• Good knowledge of WHO systems, procedures and practices.

Language Skills

Essential: Very good knowledge of English and the local language.

Desirable: NA

Competencies

1. Producing Results
2. Fostering integration and team work
3. Communicating in a credible and effective way
4. Ensure effective use of resources.
5. Setting an example.