WHO - World Health Organization
Procurement Specialist, Shipping
WHO - World Health Organization, Washington, District of Columbia, us, 20022
Job Description - Procurement Specialist, Shipping (2406798)Grade:
P2Contractual Arrangement:
Temporary appointment under Staff Rule 420.4Contract Duration:
11 months, with possibility of extension up to 24 months, subject to funding availability and satisfactory performance.Job Posting
Date:
Aug 20, 2024, 2:43:28 PMClosing Date
Date:
Sep 17, 2024, 9:59:00 PMPrimary Location
Location:
United States-Washington, D.C.Organization
Organization:
Procurement and Supply ManagementSchedule
Schedule:
Full-timeIMPORTANT NOTICE:
Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.OBJECTIVE OF THE OFFICE/DEPARTMENTThis requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO). The Department of Procurement and Supply Management (PRO) provides technical, managerial, and strategic guidance for the purchasing and contracting actions of PAHO Headquarters, Country Offices, and Centers. PRO is responsible for sourcing, vendor relationship management, and the procure-to-pay cycle of the Pan American Health Organization/World Health Organization Regional Office of The Americas (PAHO/WHO). PRO also develops and oversees implementation of the Organization’s procurement policies and procedures in order to promote the effective use of the Organization’s resources ensuring transparent, ethical, and cost-effective procurement in compliance with PAHO’s rules and regulations.DESCRIPTION OF DUTIESUnder the general supervision of the Procurement Advisor, Revolving Funds (PRO), and the direct supervision of the Procurement Specialist, Revolving Funds (PRO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:Provide technical support and advice on matters related to the transportation of vaccines, such as methods of shipment, packing requirements, routing and timing of shipments, handling of restricted, perishable or fragile items, export and import licenses, and freight and insurance rates.Ensure the establishment of good operational standards for the transport of shipments, mostly perishable and non-perishable products; verify the costs of assigned purchase orders for accuracy; maintain a strict call-up system to ensure timely action on procurement; review vendor acknowledgements for acceptance of all terms and conditions and bring exceptions to the attention of the responsible officer.Establish and utilize logistics management systems to ensure accurate tracking and real-time visibility of goods in transit, enabling proactive monitoring and control of the supply chain.Coordinate international shipments by sending timely dispatch updates to recipient countries, tracking shipment status with manufacturers and keeping member countries and relevant parties informed.Coordinate closely with freight forwarders and vendors concerning the readiness and accuracy of documentation to be shared with the recipient countries, verifying whether consignments are being sent in their entirety or partially; trace lost or delayed shipments to ensure proof of deliveries is received in support of invoices.Notify consignees; provide guidance to filing claims for lost, damaged or incorrect shipments and negotiate settlements with suppliers as necessary; coordinate the resolution of claim issues with suppliers concerning their compliance with contractual terms and conditions in coordination with the buyers and the Organization’s Office of Legal Counsel.Reconcile statements from freight agents, insurance and vendors, ensuring accurate and timely payment authorizations.Conduct thorough supply chain analysis and mapping, including evaluation of quantities, availability, delivery schedules, distribution network efficiency, and freight costs to optimize logistics and procurement processes.Perform analyses to improve or streamline supply chain processes, tools, and systems.Utilize business intelligence to contribute to supply chain solutions.Analyze supply chain of specific field operations and produce supply chain report/dashboard in support of supply chain operations.Participate in the review of the supplier’s performance.Assist in reviewing and updating the Organization’s Country specific shipping instructions, including shipping terms and requirements for all countries for Covid-19 Vaccine.Negotiate competitive insurance rates with insurance providers and carriers to secure comprehensive coverage for general shipments and specialized handling for emergency shipments, ensuring optimal risk management and cost savings.Participate in the review, analysis, and evaluation of procurement systems for modifications, improvements, and streamlining of processes related to shipping and contract management matters for the delivery of biological products, including Covid-19 vaccines.Support the logistics strategy implementation for Covid-19 vaccine delivery in the Region and coordination with suppliers, FFWs, and Countries.Perform other related duties, as assigned.REQUIRED QUALIFICATIONSEducation:A bachelor's degree in business administration, procurement, or a field related to purchasing or international trade from a recognized university.Desirable: Certification in procurement would be an asset.Essential: Five years of combined national and international experience with progressively more responsible experience in shipping and in the planning, administration, and evaluation of related traffic or shipping activities in either the private or public sector.SKILLS:Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.Technical Expertise:Theoretical and practical knowledge in international shipment/logistics of vaccines and other pharmaceutical products.Experience with Freight Forwarders and insurance for international transportation.Knowledge of customs clearance procedures and international product testing requirements.Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on procurement/shipment administrative issues.Excellent organizational and analytic skills combined with strong professional oral and writing skills, including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.Languages:
Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.IT Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, and Outlook as well as Enterprise Resource Planning (ERP).REMUNERATIONMonthly Salary:
$4,198.08 (Net of taxes)Post Adjustment:
$2,947.05. This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.ADDITIONAL INFORMATION:This vacancy notice may be used to identify candidates to fill other similar short-term professional positions, at the same grade level. PAHO/WHO offers an attractive compensation package including a monthly net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).Applications from women and from nationals of non and underrepresented Member States are encouraged.
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P2Contractual Arrangement:
Temporary appointment under Staff Rule 420.4Contract Duration:
11 months, with possibility of extension up to 24 months, subject to funding availability and satisfactory performance.Job Posting
Date:
Aug 20, 2024, 2:43:28 PMClosing Date
Date:
Sep 17, 2024, 9:59:00 PMPrimary Location
Location:
United States-Washington, D.C.Organization
Organization:
Procurement and Supply ManagementSchedule
Schedule:
Full-timeIMPORTANT NOTICE:
Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.OBJECTIVE OF THE OFFICE/DEPARTMENTThis requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO). The Department of Procurement and Supply Management (PRO) provides technical, managerial, and strategic guidance for the purchasing and contracting actions of PAHO Headquarters, Country Offices, and Centers. PRO is responsible for sourcing, vendor relationship management, and the procure-to-pay cycle of the Pan American Health Organization/World Health Organization Regional Office of The Americas (PAHO/WHO). PRO also develops and oversees implementation of the Organization’s procurement policies and procedures in order to promote the effective use of the Organization’s resources ensuring transparent, ethical, and cost-effective procurement in compliance with PAHO’s rules and regulations.DESCRIPTION OF DUTIESUnder the general supervision of the Procurement Advisor, Revolving Funds (PRO), and the direct supervision of the Procurement Specialist, Revolving Funds (PRO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:Provide technical support and advice on matters related to the transportation of vaccines, such as methods of shipment, packing requirements, routing and timing of shipments, handling of restricted, perishable or fragile items, export and import licenses, and freight and insurance rates.Ensure the establishment of good operational standards for the transport of shipments, mostly perishable and non-perishable products; verify the costs of assigned purchase orders for accuracy; maintain a strict call-up system to ensure timely action on procurement; review vendor acknowledgements for acceptance of all terms and conditions and bring exceptions to the attention of the responsible officer.Establish and utilize logistics management systems to ensure accurate tracking and real-time visibility of goods in transit, enabling proactive monitoring and control of the supply chain.Coordinate international shipments by sending timely dispatch updates to recipient countries, tracking shipment status with manufacturers and keeping member countries and relevant parties informed.Coordinate closely with freight forwarders and vendors concerning the readiness and accuracy of documentation to be shared with the recipient countries, verifying whether consignments are being sent in their entirety or partially; trace lost or delayed shipments to ensure proof of deliveries is received in support of invoices.Notify consignees; provide guidance to filing claims for lost, damaged or incorrect shipments and negotiate settlements with suppliers as necessary; coordinate the resolution of claim issues with suppliers concerning their compliance with contractual terms and conditions in coordination with the buyers and the Organization’s Office of Legal Counsel.Reconcile statements from freight agents, insurance and vendors, ensuring accurate and timely payment authorizations.Conduct thorough supply chain analysis and mapping, including evaluation of quantities, availability, delivery schedules, distribution network efficiency, and freight costs to optimize logistics and procurement processes.Perform analyses to improve or streamline supply chain processes, tools, and systems.Utilize business intelligence to contribute to supply chain solutions.Analyze supply chain of specific field operations and produce supply chain report/dashboard in support of supply chain operations.Participate in the review of the supplier’s performance.Assist in reviewing and updating the Organization’s Country specific shipping instructions, including shipping terms and requirements for all countries for Covid-19 Vaccine.Negotiate competitive insurance rates with insurance providers and carriers to secure comprehensive coverage for general shipments and specialized handling for emergency shipments, ensuring optimal risk management and cost savings.Participate in the review, analysis, and evaluation of procurement systems for modifications, improvements, and streamlining of processes related to shipping and contract management matters for the delivery of biological products, including Covid-19 vaccines.Support the logistics strategy implementation for Covid-19 vaccine delivery in the Region and coordination with suppliers, FFWs, and Countries.Perform other related duties, as assigned.REQUIRED QUALIFICATIONSEducation:A bachelor's degree in business administration, procurement, or a field related to purchasing or international trade from a recognized university.Desirable: Certification in procurement would be an asset.Essential: Five years of combined national and international experience with progressively more responsible experience in shipping and in the planning, administration, and evaluation of related traffic or shipping activities in either the private or public sector.SKILLS:Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.Technical Expertise:Theoretical and practical knowledge in international shipment/logistics of vaccines and other pharmaceutical products.Experience with Freight Forwarders and insurance for international transportation.Knowledge of customs clearance procedures and international product testing requirements.Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on procurement/shipment administrative issues.Excellent organizational and analytic skills combined with strong professional oral and writing skills, including the development of reports, oral presentations, and technical/persuasive documents for consideration at the highest levels of the Organization.Languages:
Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.IT Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, and Outlook as well as Enterprise Resource Planning (ERP).REMUNERATIONMonthly Salary:
$4,198.08 (Net of taxes)Post Adjustment:
$2,947.05. This amount is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.ADDITIONAL INFORMATION:This vacancy notice may be used to identify candidates to fill other similar short-term professional positions, at the same grade level. PAHO/WHO offers an attractive compensation package including a monthly net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).Applications from women and from nationals of non and underrepresented Member States are encouraged.
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