Supply Associate (Grade G6)

Objectives of the Programme and the immediate Strategic Objectives

• The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
• Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)
• Within the Hub, the Supply Associate will report to the Supply Chain Officer (1st level supervisor) under the overall guidance of the Regional Supply Chain Lead, who will also be the 2nd level supervisor. Within the delegated authority, the incumbent will be responsible for ensuring an end-to-end follow-up, and guaranteeing an effective and efficient requisition process.
• Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
• Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties:
• Ensure the supply administration and database operations are implemented according to the procedures, rules, and guidelines.
• Provide timely and proactive assistance and support to the supervisor on all supply needs.
• Examine Order Requests to ensure conformity and liaise with requesters.
• Support the Supply Chain officer in ensuring end-to-end follow-up of the requisitions placed for emergency response; develop and maintain an efficient and reliable tracking system.
• Initiate custom clearance of consignments, draft exemption requests, liaise with local agents, support warehouse management, assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the supply chain.
• Liaise with technical experts to ensure proper needs identification and assist in drafting preliminary specifications.
• Monitor pre-expiry items and address potential issues promptly to avoid losses.
• Oversee inbound and outbound goods in cooperation with the warehouse team, ensuring the quality and quantity of goods received or dispatched are as required.
• Record, check, and store received goods while managing and updating stock cards and bin cards.
• Conduct weekly inventory checks and ensure inventory records are up to date.
• Assist warehouse management team and Improve inventory follow-up.
• Keep the tracker for all Order Request updated.
• Ensure that all the items in the warehouse have a WHO code.
• Ensure the link between internal demand, order chronogram, product availability forecasts (shortages/surpluses), delivery times, budgets, and other relevant factors in conjunction with the line manager.
• In close collaboration with the procurement unit, dispatch approved Purchase Orders and follow-up with the delivery of ordered commodities and services
• Participating in creating and updating the project orders planning (chronogram) with the OSL Operations team and the OSL Supply Chain Management Officer.
• Perform any other related incident-specific duties as required by the functional supervisor.

Recruitment Profile

• Competencies : Generic
• Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Accountability
• Functional Knowledge and Skills:-
• Describe the essential knowledge and the skills specific to the position.
• Demonstrated knowledge and experience in supply chain management and operations, particularly in pharmaceutical products.
• Demonstrated ability to work in multicultural and multidisciplinary environments.
• Excellent knowledge of Microsoft Office applications and the use of complex databases and spreadsheets.
• Meticulous and detail oriented.
• Sound judgment, integrity, and tact when dealing with others.
• Demonstrated skill and proficiency in the use of computers, information technology, and Web-based software.

Educational Qualifications

• Essential: Completion of secondary education supplemented by logistical training.
• Desirable: A University degree in supply chain management, logistics, business and administration, or a related field.

Experience

• Essential: At least eight (8) years of relevant experience in supply chain management, supply operations, and logistics management.
• Desirable: Relevant experience in WHO or another UN agencies, and non-governmental organizations is an asset.
• Languages
• English Read:  Expert Knowledge
• Write:  Expert Knowledge
• Speak:  Expert Knowledge