Job Vacancies at World Health Organization WHO February 2023

Job Posting : Feb 9, 2023, 3:36:58 PM

Schedule: Full-time  

OBJECTIVES OF THE PROGRAMME

The objective of the Country Support Unit (CSU) is to support the work of the WHO Country Office Tanzania) through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being. As an enabling function, the Cluster enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The CSU Cluster strives to strengthen the capacity of WHO/Tanzania to react in an agile way to external and internal changes. The Cluster projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

DESCRIPTION OF DUTIES:

Under direct supervision of Operations Officer and broad guidance of the General Management and Coordination Cluster Director, the incumbent will:

A. Facilities & Protocol

• Prepare letters and applications for visas for international personnel and/or their family members, liaise and follow through with United Republic of Tanzania Ministry of Foreign Affairs (MOFA) and United Republic of Tanzania embassies/consulates as necessary, to ensure timely issuance of visas for international personnel and families relocating to United Republic of Tanzania
• Prepare letters, submissions and follow through the process for issuance/renewal of MOFA ID/residence permit cards for WHO personnel and family members.
• Prepare letters and submissions for the registration of locally recruited personnel with MOFA.
• Maintain filing systems and ensures updated information; keep records of visas/MOFA ID cards and alert staff in time for renewal of ID/residence permit cards. Generate periodic reports on status/progress of cases.
• Update staff information database for timely submission of report on the Office’s personnel and dependent family members, to UN and/or authorities as instructed by supervisor
• Assist supervisor in liaising with MOFA and other government agencies on relevant matters concerning diplomatic privileges and immunities in United Republic of Tanzania.
• Maintain relevant information on MOFA procedures and Host Country Agreement on AFRO intranet. Manage and continuously update the ASC orientation online portal with comprehensive information for new personnel relocating to United Republic of Tanzania.
• In close coordination with HRT and colleagues in ASC, provide dedicated welcome orientation, advising and assisting new personnel in United Republic of Tanzania on issues related to privileges and immunities, i.e. importing/exporting personal effects household goods, status of MOFA ID card, residence matters, rental leases, VAT exemption, as needed. Provide same support to ensure smooth separation and follow through on the relevant matters.
• Provide in-depth briefing to personnel, and/or answer queries on relevant entitlement and procedures. Bring complex matters to the attention of supervisor.
• Prepare relevant documentation, assist, and follow up on matters pertaining to registration of official vehicles and personally owned motor vehicles by international staff, renewal of driver’s licenses, road tax etc.
• Prepare documents and assist with customs clearance of official imports/exports of the Office, as well as household items of international staff arriving or departing United Republic of Tanzania.
• Prepare certificates, facilitation letters and/or relevant documents upon staff requests; provide support and/or documentation for requests received from personnel for assistance with local Police, MOFA, Immigration Office, Customs Office for any official business in United Republic of Tanzania
• Liaise with ASC focal point on UN Laissez Passer/UN certificate requests by staff of the Office, including dispatch, receipt, distribution and return on separation.
• Participate in meetings with UN agencies in United Republic of Tanzania on relevant issues, as instructed by supervisor
• Assist ASC team in the coordination of office space and planning internal office moves in the Office
• Act as Leave Administrator for ASC team members present in the Office
• Organize packing and outgoing shipments of household goods and personal effects for staff members opting WHO assisted shipment for relocation to or within the AFRO Region; prepare documentation, obtain and review quotations from the forwarding agents and make appropriate recommendations; verify invoice, make instruction for payments and evaluate the services provided by the movers
• Provide backup support within the unit and perform related duties as required or assigned by supervisors.

And/or;

B. Assets and Fleet

Asset management:

• As focal point for the Office, provide support and guidance to personnel of the Office on issues related to fixed asset, in close coordination with AFRO asset management focal point in Asset Survey Committee (ASC)
• Take timely actions related to fixed asset, including but not limited to recording, barcode assignment, tagging, tracking, etc. Coordinate with the relevant team for the purchase, receipt of items to central storage, as well as registration and issuance of fixed assets to custodians
• Optimize monitoring and (re)distribution of the office equipment and assets for effective use of resources.
• Prepare submission to Property Survey Committee (PSC) secretary for the Office’s assets; handle disposal approved by PSC timely and in compliance with WHO procedures; consult AFRO focal point on exceptions.
• As per schedules and instructions received from AFRO focal point, conduct the WCO’s annual physical verification and ensure timely submission of reports and supporting documentation

Fleet management:

• Working closely with counterparts in AFRO offices and HQ, provide support for all aspects of the WCO’s fleet and act as AFRO focal point for WHO’s Fleet Management System (Tracpoint). This involves liaising regularly with WFS team and ongoing contacts with AFRO counterparts to ensure updated data in Tracpoint, timely collection and payment for relevant systems fees, all vehicles are properly equipped with Vehicle Tracking device, confirm the availability and good functioning of communications, safety and extra equipment, logbooks are properly updated and maintained for all vehicles
• Proactively follow up with drivers on speed and safety issues; recommend best practices and liaise with AFRO/HQ counterparts to ensure that key performance indicators are maintained with set parameters and safety policies.
• Monitor fuel consumption and identify innovative ways to reduce fuel consumption; follow up with AFRO counterparts proactively to increase operational efficiency of vehicles
• Assist in the process of reporting traffic crashes and vehicle incidents and supporting crash investigation to identify the causes and suggest preventative measures.
• Collect and analyses fleet data and prepare and present monthly fleet management reports; Based on fleet management data and information identify, suggest and implement actions for improving efficiency and effectiveness of the fleet as well as reducing the risk associated with fleet operations and road transport.
• Analyze and forecast operational response needs for transport, assist ASC in reviewing vehicle request, prepare annual replacement plan (with budget information), conduct rent/lease vs buy analysis, follow through vehicle disposal / replacement plan based on BOS approval. Assist ASC in planning and facilitate training workshops on fleet and vehicle management.
• Provide backup support within the unit for other duties, and perform other related duties as required or assigned by supervisor.

General administration:

• Prepare purchase orders for relevant assigned tasks, keep track and verify invoices against received delivery, process payments and expenditure batches when assigned by supervisors
• Perform other related duties as required or assigned by supervisors.

REQUIRED QUALIFICATIONS:

Education:

Essential: Completion of secondary school or equivalent.

Desirable: University degree in administration, information technology, accounting, data management, logistics or supply management.

Experience:

Essential:

At least 8 years of progressively responsible experience in administration, accounting, procurement, protocol, or logistics operations.

Desirable: Demonstrated experience in an international complex environment or institution. Relevant experience with(in) WHO or in the UN. Experience in managing assets or fleet logistics operations.

Use of Language skills:

Required: Excellent (mother tongue/advanced) knowledge of English & Swahili

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

REMUNERATION

TZS 51,531,000/- as starting annual net base salary exempt from local income tax (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

Job Posting

: Feb 9, 2023, 3:37:52 PM

Closing Date

: Feb 23, 2023, 1:59:00 AM

Primary Location

: Tanzania, United Republic of-Dar-es-Salaam

Organization

: AF_TZA Tanzania

Schedule

: Full-time  

OBJECTIVES OF THE PROGRAMME

The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis and dissemination of health information.

DESCRIPTION OF DUTIES

1. Initiate correspondence projects on the orientation of Program Managers; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;

2. Organize the administrative preparation of internal and external meetings, including the preparation of business plans in GSM / Oracle, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;

3. Analyze correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues. Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;

4. Obtain information documents for meetings, seminars, workshops, etc. which Program Administrators take part in, verify their availability and ensure that they have the appropriate information files and documents;

5. Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the Representative’s signature.

6. Use appropriate monitoring tools, monitor and ensure deadlines and deadlines are met, and correspondence and requests are analyzed and processed as soon as possible;

7. Use GSM to prepare requests for official travel by Program Administrators. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;

8. Perform other related duties as required or directed, including support to the Administration and the Representative’s Office.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school followed by Secretarial or Administrative or commercial training.
Desirable: Diploma/Degree in Business Administration

Experience

Essential: 5 – 7 years of experience in a recognized public or private institution
Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP-like system is an asset.

Skills

The incumbent will demonstrate mastery; actualize his knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in Country Office, organic group and WHO, to be able to brief and explain procedures to other members Staff.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment
Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English and Swahili
Desirable:

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at TZS 43,670,000.00 and 30 days of annual leave.

Job Posting

: Feb 9, 2023, 3:38:20 PM

Closing Date

: Feb 23, 2023, 1:59:00 AM

Primary Location

: Tanzania, United Republic of-Dar-es-Salaam

Organization

: AF_TZA Tanzania

Schedule

: Full-time  

1. Background and Justification

     *Purpose of the Position

To provide support to the country office in the timely procurement of goods & services ensuring effectiveness, transparency, and integrity of the procurement process.

2.  Job Description

     *Objectives of the Programme and the immediate Strategic Objective        

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

 *Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment)

The incumbent will work under the direct supervision of the Operations Officer and the overall supervision of the Head of WHO Country Office, Syria in a normal office environment.  Guidance is provided in the form of procurement guidelines and administrative instructions.  Supervisors determine priorities on the basis of changing and ad-hoc requirements.  The incumbent performs day to day and routine tasks independently.  Complex issues or exceptions from established procedures are discussed and resolved with the supervisor.

*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected)

The incumbent will perform the following duties:

1. Analyze and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.

2. Using GSM, initiate local purchase requests for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure timely process of requests and delivery of goods and services. Draft purchase order amendments when required, provide justification and upload supporting documents in RMS.

3. Prepare requests for price estimates for non catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor.

4. Draft bid invitations and related correspondence, compile offers, prepare summary of bids including information on price and conditions of offer, and draft the adjudication reports with recommendations for decision making.

5. Arrange for the meetings of the Country Procurement Committee by identifying with partners suitable dates, compiling and disseminating necessary background documents related to the cases to be presented.

6. Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WHO office.

7. Prepare periodic procurement reports and briefings on the status of all transactions for the review of the supervisor. Initiate correspondence to verify data, answer queries, alert supervisor/technical units of any gaps in the transactions, and recommend solutions.

8. Perform other duties related to area of work, and replace colleagues as required.

3. Recruitment Profile

     Competencies: Generic Describe the core, management competencies required – See WHO competency model – list in order of priority, commencing with the most important ones.

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

1. Teamwork*
2. Respecting and promoting individual and cultural differences*
3. Communication*
4. Producing results
5. Moving forward in a changing environment

  Functional Knowledge and Skills

*Describe the essential knowledge and the skills specific to the position

• Proven knowledge of procurement regulations and procedures
• Demonstrated negotiation skills
• Very good organizational skills, ability to meet deadlines
• Good analytical skills  

Education Qualifications

*Essential

Completion of secondary education, supplemented by training in a field related to the work performed

Desirable

University degree in business administration, social sciences or a related field is an asset

Experience

*Essential

At least five years’ progressive experience in procurement.

Desirable

Relevant experience in the UN system.

4.     Use of Language Skills

Very good knowledge of English and Swahili. French is an asset.

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

• Very good knowledge of Microsoft applications.
• Knowledge of ERP/Oracle applications is an asset

5. Remuneration: 

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at TZS 43,670,000/- and 30 days of annual leave.