Procurement and Logistics Assistant

 

Under the direct supervision of the National Procurement Operations and Logistics officer and general guidance of the Supply Chain Officer, the incumbent performs the following functions,

1- Analyse and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement and logistics, accuracy of information, completion of required supporting documents and check availability of funds.

2- Using GSM procurement system, initiate local purchase requests for both catalogue and non- catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods and services.

3- Draft purchase order amendments when required, provide justification and upload supporting documents in RMS.

4- Prepare requests for price estimates (RPE) for non-catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor, followed with tracking of shipping requirements and progress

5- Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.

6- Maintain and update the suppliers' database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.

7- Prepare periodic procurement logistics reports and briefings on the status of all transactions for the review of the supervisor.

8- Initiate correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions and recommend solutions.

9- Update procurement, payment and logistics tracking sheets regularly, and brief on the status of all transactions for the review of the supervisor.

10- Monitor the status of delivery to destination including quality check along with relevant technical team during handover

11- Follow up with concerned parties’ customs clearance, MOFA, MOF, shipping and transportation agencies, clearance agency, receipt of deliverables followed with payment processing.

12- Register fixed assets in GSM. Ensure that office assets are bar coded and regular physical count is performed.

13- Perform regular check of WHO warehouses inventory and items expiry dates.

14- Perform other duties related to area of work and replace colleagues as required.

 

• Producing Results
• Respecting and promoting individual and cultural differences
• Fostering integration and Teamwork
• Communicating in credible and effective way
• Knowing and managing oneself
• Moving forward in a changing environment

Essential: BA in Business Administration, Procurement, Logistics , or relevant field

Desirable: Advanced training in procurement / Logistics

 

 

Essential: Minimum of Five Years of related experience in Procurement & Logistics

1) Previous experience with UN and International NGOs is an asset.

2)Medical background or medical work experience is also an asset.

 

- Proficiency in current office software applications.

- Managing data, documents, correspondence, and reports.

- Working under pressure.

 

Fluency in oral and written English and Arabic.