Procurement Specialist, Shipping

OBJECTIVE OF THE OFFICE/DEPARTMENT

This 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 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 DUTIES

Under 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:

1. 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;
2. Ensure the establishment of good operational standards for the transport of shipments, mostly perishable and non-perishable products; verify the costs of assigned purchased 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; bring exceptions to the attention of the responsible officer;
3. Ensure the setup and use of systems to maintain reliable tracking and visibility on the movement of goods;
4. Ensure on time dispatch information to recipient countries; monitor status of shipments with manufacturers and inform member countries and other parties;
5. 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;
6. 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;
7. Reconcile statements from freight agents, insurance and vendors, ensuring accurate and timely payment authorizations;
8. Carry out/use detailed supply chain business process mapping and analysis including estimated quantities, availability, delivery and distribution network effectiveness, and freight costs;
9. Perform analyses to improve or streamline supply chain processes, tools, and systems;
10. Utilize business intelligence to contribute to supply chain solutions;
11. Analyze supply chain of specific field operations and produce supply chain report/dashboard in support of supply chain operations;
12. Participate in the review of the supplier’s performance;
13. Assist in reviewing and updating the Organization’s Country specific shipping instructions, including shipping terms and requirements for all countries for Covid-19 Vaccine;
14. Negotiate insurance premium rates with insurance companies and with carriers for general coverage and for special handling of emergency shipments;
15. 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;
16. Support the logistics strategy implementation for Covid-19 vaccine delivery in the Region and coordination with suppliers, FFWs, and Countries;
17. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: 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.

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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/search/default.asp and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience:

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.

Desirable: Experience in managing logistics of transportation at international level overseeing the shipment of perishable (as vaccines) and hazardous materials would be an asset.

SKILLS:

PAHO Competencies:

• 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.
• Teamwork: Collaborate and cooperate with others. - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.
• Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
• Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.
• Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.
• Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
• Moving forward in a changing environment: Propose change/Adapt to change - Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

• Theoretical and practical knowledge in international shipment/logistics of vaccines and other pharmaceuticals 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 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.

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. Other IT skills and knowledge of other software programs such as Visio, Excel, Microsoft SharePoint and Project would be an asset.

REMUNERATION

Monthly Salary: (Net of taxes)

US$4,067.08 (Salary non-negotiable)

Post Adjustment:

US$2,017.27 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 for other similar short-term positions at the same level.
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.
• For information on PAHO please visit: http://www.paho.org
• PAHO/WHO is committed to workforce diversity.
• PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Applications from women and from nationals of non and underrepresented Member States are encouraged.
• All applicants are required to complete an on-line profile to be considered for this post.
• The post description is the official documentation for organization purposes.