Qualifications

Purpose of the Position

The Logistics/Administrative Clerk will be responsible for providing logistics/administrative

assistance in general program implementation and management, and day-to-day liaison with other program counterparts in the respective states. He/She will provide comprehensive secretarial and administrative support to the WHO Program, including drafting correspondence, taking of minutes, arranging for the processing of government clearances, making travel arrangements, arranging for coordination meetings, and related tasks. The Log Administrative Assistant carries out his/her functions under the direct supervision of the Sub Office Coordinator

Objective of the Programme and the immediate Strategic Objectives.

The WHO Representative's Office, South Sudan, aims to effectively implement WHO's programmes in South Sudan, harmonize and align the WHO support with national processes and systems, and effectively and efficiently mobilize and utilize resources within the framework of the WHO emergency platform.

Summary of Assigned Duties 

Under the general supervision of the hub Office Coordinator, the incumbent is responsible for supporting the WHO activities in his/her area of responsibility on administrative, financial, and logistic issues, as follows: 

1.     Finances': Track the status of authorised funds daily for all polio-related activities, including financial reports after each round of SIAs, NTAs, and hub running expenses.

2.     Disburse funds for all polio activities strictly adhering to WHO procedures-

3.     Ensure and account for the monthly payment of salary to all field staff

4.     Transport Management Plan in liaison with the Hub Office Coordinator, transport resources for the office and programme activities and ensure that the WHO standard Vehicle Log book supplied by the WHO Country Office is present and used by drivers for each mission.

5.     Compile a monthly report for fuel and kilometres consumption. Make sure all operated cars are covered by 3rd party insurance. Select a local car rental company through LTA with proper competitive bidding for exceptional transport needs (Vaccination campaign

6.     Ensure that management of fuel stock is carried out in an efficient and cost-effective manner.

7.     Monitor car mileage to initiate regular service maintenance with the contracted service provider, to make sure WHO South Sudan Driver Policies are adhered to by the users.

8.     Stock management/warehousing Ensure good warehousing practice (Stock cards, management of expiration dates, handling standards, stacking standards).

9.     Provide monthly with the remaining volume capacity of the warehouse (incbm).

10.  Maintain records of supply distribution and a list of the consignment of the beneficiaries.

11.  Provide the monthly situation of stock to the logistics officer in Juba on the last day of the month.

12.  Conduct quarterly a physical inventory and send the outcome to the WCO logistic officer.

13.  Communicate to WCO country office lists of supplies for disposal when required.

14.  Asset Management: Implement the process of establishing a full and comprehensive Fixed Asset Register, record keeping, ensure that all standards and exercises for assets accountability and records are in place, and are sufficient:

15.  Maintain updated registration of Assets, custodian personnel, and location. Communicate to the WCO country office lists of assets for disposal when required.

16.  Compound management: Responsible for all office compound safety and security issues.

17.  Ensure that all necessary materials are in place in the office compound and ensure compounds are clean and neat.

18.  Express needs for hardware supplies not available locally to the WCO South Sudan logistic officer

19.  Perform other related duties as required or instructed, including providing support to other areas of work as assigned

Competencies

*1. Teamwork

*2. Respecting and promoting individual and cultural differences

*3. Communication

 4. Setting an example

Functional Knowledge and Skills:

1.     Professionalism - Knowledge of the UN systems. Demonstrated ability to manage processes and maintain accurate records. Ability to work independently and to maintain flexibility in working hours.

2.     Planning and Organising - Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner.

3.     Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.Demonstrated ability to develop and maintain effective work relationships with counterparts.

4.     Communication - Ability to write in a clear and concise manner and to communicate effectively orally.

Educational Qualifications

• Essential:  Completion of Secondary education or equivalent technical or commercial education with specialization in accounting, budgeting or finance.
• Desirable: Diploma, Degree or higher education in administration, accounting or finance will be an advantage

Experience

Essential:- At least2-4 years of administrative experience, of which preferably with experience in providing assistance in program and project coordination and implementation, or related experience in Administrative work/Finance, or logistics.

Desirable:-  Relevant experience in the WHO, UN, or other international organizations.

Languages

Expert-level knowledge of English is required.              

Other Considerations

(e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Computer literacy (Microsoft Office, Lotus Notes, and Internet) is essential.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• Staff members in other duty stations are encouraged to apply.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO also offers a wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully. 
• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This is a General Service position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.