Procurement Specialist, Shipping & Expediting Grade: P3

OBJECTIVES OF THE PROGRAMME : Procurement and Supply Management, (PRO) provides a wide range of procurement and contracting actions in support of health related activities and administrative support requirements for Country Offices, Centers and Headquarters Offices.
Description of duties: Under the general supervision of the Director of Administration (AM), and the direct supervision of the Manager (PRO), the incumbent is responsible for, but not necessarily limited to, the following duties: a) Serve as the Organization's expert and principal coordinator on transportation issues such as methods of shipment, packing requirements, routing and timing of shipments, handling of restricted, perishable or fragile items, export licenses, freight and insurance rates and the movement of household effects; b) Supervise the staff of the Team; distribute the workload among the various expeditors and reports on the workload and volume of transactions in the office; c) Oversee the application and utilization of computerized procurement systems for shipping and expediting functions; ensure that systems are developed and used effectively to the Team's work; d) Work closely with the Buying Teams, technical units and countries' representatives to prioritize shipments and provide updates on delivery status or delays; e) Monitor traffic international shipments and provide reports with regular updates on incoming merchandise; f) Monitor shipping costs and vendor performance in agreement with negotiated contract; g) Review procurement documents for compliance with contract specifications; authorize the payment of suppliers and freight forwarders' invoices; h) Prequalify freight forwarders by issuing solicitation process, perform bid evaluations and negotiate long term agreements on rates and charges for services; issue instructions to freight forwarders in the United States and other countries; i) Suggest improvement and/or changes in procurement policies related to shipping and logistics matters; j) Provide notice of shipment to consignees; prepare claims for lost, damaged or incorrect shipments and negotiate settlements as necessary; coordinate the resolution of claim issues with suppliers concerning their non-compliance with contractual terms and conditions; discuss alternatives with buyers, PAHO's legal advisers and others; k) Provide notice of shipment to consignees; prepare claims for lost, damaged or incorrect shipments and negotiate settlements as necessary; coordinate the resolution of claim issues with suppliers concerning their non-compliance with contractual terms and conditions; discuss alternatives with buyers, PAHO's legal advisers and others; l) Issue bidding process and perform evaluation and award freight forwarders and moving companies for incoming and outgoing shipments as well as for household removals; m) Review and adjust terms and conditions of agreements signed between PAHO and Ministers of Health in member countries on issues related to Shipping, claims customs clearance and related subjects; n) Arrange shipments to and from Washington, DC including coordination with freight forwarders, carriers and customs officials; prepare necessary documents, consolidate shipments and establish priorities for the shipment of materials; o) Monitor freight rates and other charges to ensure that the lowest rates are charged, conference discounts are deducted and other applicable costs are reasonable; p) Review and update the PAHO shipping directive, including shipping terms and requirements for all countries in the Region as well as addresses, telephone and fax numbers; q) Negotiate insurance premium rates with insurance companies and with carriers for general coverage and for special handling of emergency shipments; r) Provide guidance to the PAHO/WHO offices in the countries and to Government officials in the Regions on issues related to exports, transport, restrictions, perishables and related matters s) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education: Essential: Bachelor's degree in business administration, logistics, industrial engineering or a related field, from a recognized university.. Desirable: Specialization in the field of traffic management would be an asset.
Skills: Key Behavioral Competencies -- Intrainstitutional Action: Operates in a fair, consistent and equitable manner, and displays such behavior by example. Ensures that the mission and the values of the Organization as well as the setting in which projects will be carried out are the drivers in one's technical work. Understands the results required and performs to that standard. Behaves consistently in accordance with the Code of Ethics of the Organization. -- Communication: Actively engages in conversation with the key players in a multicultural environment both within and outside the organization. Develops a network of appropriate contacts inside and outside PAHO to gain information or to build an alliance. Takes into consideration the multicultural differences within the organization. -- Teamwork: Promotes team work and leads one's area to finish tasks and accept responsibility. Creates a positive environment within the area of work. Makes everyone feel like they are part of the team as well as welcomes and appreciates everyone's ideas and suggestions. Able to see the positive aspects of working as a team, shares the team's enthusiasm for achieving mutual goals. -- Accountability: Identifies, in conjunction with management, specific activities, processes jobs that require defined accountability, linking them to accountability strategies and objectives. Revises periodically progress made in the established work plan with his/her supervisor. Constantly reaches their objectives. -- Service Orientation: Corrects the client's problems promptly and without confrontation. Is helpful when client (internal or external clients) is going through a critical period. -- Administrative support for technical cooperation interventions: Utilizes a cross organizational perspective to provide administrative advice and support to the technical cooperation teams. Leads a solutions-based approach to resolving challenges. Employs an integrated approach to gain an understanding of the complex reality in which the Organization operates. -- External Action: Promotes the values of the Organization through mutually relationships with external institutions. Monitors one's work using transparency in the execution of all tasks. Technical Expertise -- Sound 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 recommendation on procurement/shipment administrative issues. -- Ability to integrate managerial and administrative inputs into recommendations for decision-making process; ability to manage multiple issues and tasks in a complex organizational environment. -- Ability to analyze and clarify specifications, to solicit and evaluate bids and offers, to identify, discuss and resolve shipping and expediting issues with requisitioners and suppliers and to draft documents and related correspondence. -- 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. IT Skills Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset.
Experience: Seven years of combined national and international experience in the planning, organization, administration and evaluation of traffic or shipping activities in an international organization, government agency, or large-scale commercial enterprise with responsibility for coordinating the export of supplies and equipment. Experience with the shipment of perishables is essential.
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.
Additional Information: PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, assignment grant, rental subsidy, and home leave. ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.
Annual salary: (Net of tax) US$ 56,0183.00 at single rate US$ 60,013.00 with primary dependants	Post Adjustment: 44.6 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.