Operation, Support and Logistics Associate

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Description

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 Background and Justification

Purpose of the Position:

• In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the incumbent will ensure the smooth flow of work related to logistics, operations and administrative activities and coordinating actions with other support staff in the team.

Job Description

Objectives of the Program and the immediate Strategic Objective

• The mission of WHO’s Emergencies Preparedness and Response (EPR) program is to support member states to i) prepare for and prevent disease outbreaks and health emergencies, ii) promptly detect, report, and confirm outbreaks, and iii) strengthen and sustain their capacity to respond to and recover from the negative effects of health emergencies.

Organizational context (Describe the individual role of the incumbent within the team, focusing on the work environment within and outside the organization)

• The ultimate mission of the Operations, Support and Logistics Associate is to ensure that adequate Logistics operations, and administrative services are provided. Within the Hub, the OSL Associate will report to the Operations Support and Logistics Officer (1st level supervisor), while under the overall guidance of the Regional Supply Chain Lead, who will also be the 2nd level supervisor.

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

• Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:
• Support the OSL operations officer with the implementation of operational logistics plans to enhance and sustain logistical support for countries within the sub region.
• Provide essential data and inputs to assist the supervisor in preparing monthly and ad hoc reports on logistics activities across ESA sub-regional countries, including updates on Fleet, Health Logistics, WASH, and ICT operations.
• Maintain accurate administrative records by organizing and updating files, logs, and records in the prescribed format, ensuring they are readily accessible for future reference and use.

Emergency Response Support:

• Support the Operations Support and Logistics officer with the coordination of emergency support to WCOs during outbreaks or natural disasters.
• Support with the creation of documents that will be issued to improve readiness of emergency support at WCO level, ensuring alignment with preparedness plans.

Capacity Building and Training:

• Assist in organizing different OSL training sessions at country and regional level.
• Support knowledge-sharing initiatives, including the development learning materials.

Reporting and Communication:

• Prepare detailed logistics reports, profiles and updates for ESA countries for internal use.
• Maintain clear communication with the OSL teams at WHO Country Offices to support resolving logistics challenges promptly.

Compliance and Quality Assurance:

• Ensure all logistics operations comply with WHO standards, national regulations, and donor requirements.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that queries are responded to in a timely manner.

Meeting Administration:

• Arrange, coordinate, and lead administrative preparation for OSL meetings, seminars, trainings, and workshops, in country or abroad, including getting government clearances in collaboration with WCO, letters of invitation, cost calculation, and travel requests.
• Assist with preparing documents, dispatching materials, and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on their initiative or based on instructions.

Correspondence:

• Draft correspondence: Prepare general or administrative correspondence independently or based on provided instructions, ensuring accuracy and professionalism.
• Review and prioritize incoming documents: Identify key information, attach relevant background materials, and highlight areas requiring action, effectively guiding professional staff to focus on priority items.
• Ensure compliance and quality: Verify that technical reports and documents adhere to WHO standards, rules, practices, and procedures. Edit and refine content as needed before submitting it for signature or clearance by the appropriate authority.

Functional Knowledge and Skills

• Describe the essential knowledge and the skills specific to the position:
• Strong skills to work independently.
• Strong organizational skills complemented with the ability to work in a proactive manner, multitask and produce results under pressure.
• Sound knowledge and skills using a variety of office and computer packages.
• Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices.
• The ability to work under pressure.
• The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues and tact when dealing with staff and external partners.

Educational (Qualifications):

Essential:

• High school diploma

Desirable:

• First Degree in Logistics, operations, or related field from an accredited/recognized institute. Specialized training in logistics and operational fields is desirable.

Experience:

Essential:

• A minimum of five (5) years of experience in Logistics positions.

Desirable:

• Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Languages:

• Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2409278

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