Administrative Assistant for Procurement & Shipping(SSA/G6)

DESCRIPTION OF DUTIES

Shipping management

1.Draft and type routine correspondence and documents relating to shipping activities in accordance with standard office procedures.

2.Prepare donation certificate for signature and filed receipted files

3.Ensure that copies of purchase orders, shipping documents and receiving reports are dispatched to concerned Project Managers.

4.Check the delivery status, receipt status, payment status, supplier's information and generate internal copy of Purchase Order in GSM.

5.Maintain and update records related to shipping documents/receiving reports, claim documents and insurance.

6.Initiate financial commitment document in the GSM (ERP)for payments to supplier

Procurement

Review and analyze information contained in quotations or proposals from suppliers as required by WHO rules. Track the status of requisitions and updates procurement tracker. Respond to Requestors and Suppliers enquiries about status of orders, charges, and cancellations. Assist in the management of LTAs signed by the office and ensures they are evaluated and renewed timely. Communicate regularly with suppliers regarding WHO rules and procedures on invoices payment and VAT exemptions. Initiate purchase requisitions in the GSM (ERP). Support emergency project implementation as regards procurement of supplies and commodities Carry out any other related tasks as may be assigned by the Supervisor or any other delegated authority

REQUIRED QUALIFICATIONS

Education (Qualifications):

Essential: Completion of Secondary education or Equivalent Technical training or Commercial education with specialization in Procurement, Shipping & Logistics, Supply Chain Management or related field

Desirable : Diploma/ Higher Education in Procurement, Supply Chain Management, will be an added advantage

Experience: At least three years’ experience in Procurement/Supply Chain Management, Shipping, Logistics, at the national and international NGO/UN Agencies.

Skills

1.Sound knowledge of the principles, practice, business processes and techniques in Procurement/Supply Chain

2.Ability to collect, analyze and make sound recommendations for decision making

3.Ability to monitor and communicate progress, write concise reports regarding procurement and shipping activities

4.Organization and Planning Skills

5.Good understanding of Procurement rules and business processes

6.Demonstrate ability to coordinate tasks to meet deadlines

7.Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Power Point.

WHO Competencies

1.Teamwork

2.Communicating in a credible and effective way

3.Producing Results

4.Ensuring effective use of resources

5.Respecting and promoting individual and cultural differences

Use of Language Skills

Essential : Expert knowledge of English.
Desirable : Intermediate knowledge of WHO working language