Administrative Assistant for Procurement & Shipping
Objectives Of The Programme
The Country Management Support Unit (CSU) contributes to WHO Kenya Country Office three strategic priorities: achieving universal health coverage, addressing health emergencies, and promoting healthier populations. These priorities are aligned with the WHO’s Thirteenth General Programme of Work (GPW13), which sets the strategic direction for the organization for 2019-2023 and has three enabling functions: leadership, governance and advocacy; organizational effectiveness and efficiency; and measurement, learning and innovation.
The CSU provides support to clusters and staff to fully assume their responsibilities to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters.
Purpose Of The Position
Under the direct supervision of the Operations Officer, the incumbent is expected to provide, efficient procurement, shipping, and logistical services, in consistency with WHO rules and regulations.
The Administrative Assistant will provide a full range of procurement and shipping services covering all end-to-end processes to be implemented in and outside GSM. He/she will ensure efficient, cost-effective, and transparent utilization of resources.
Broad guidance is provided by the supervisor or other professional staff or through general objectives and instructions regarding resource allocation, clusters/programmes needs, and priorities.
- Draft and type routine correspondence and documents relating to shipping activities in accordance with standard office procedures.
- Prepare donation certificate for signature and filed receipted files
- Ensure that copies of purchase orders, shipping documents and receiving reports are dispatched to concerned Project Managers.
- Check the delivery status, receipt status, payment status, supplier’s information and generate internal copy of Purchase Order in GSM.
- Maintain and update records related to shipping documents/receiving reports, claim documents and insurance.
- Initiate financial commitment document in the GSM (ERP)for payments to supplier
- 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
- Completion of Secondary education or Equivalent Technical training or Commercial education with a specialization in Procurement, Shipping & Logistics, Supply Chain Management or related field
- Diploma/ Higher Education in Procurement, Supply Chain Management, will be an added advantage
- At least three years’ experience in Procurement/Supply Chain Management, Shipping, and Logistics, at national and international NGO/UN Agencies.
- Sound knowledge of the principles, practice, business processes and techniques in Procurement/Supply Chain
- Ability to collect, analyze and make sound recommendations for decision making
- Ability to monitor and communicate progress, write concise reports regarding procurement and shipping activities
- Organization and Planning Skills
- Good understanding of Procurement rules and business processes
- Demonstrate ability to coordinate tasks to meet deadlines
- Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Power Point
Use of Language Skills
- Expert knowledge of English.
- Intermediate knowledge of the WHO working language is desirable
How To Apply