OSL OPS Assistant and Fleet MOVCON Assistant

1. Background and Justification

Purpose of the Position

In the context of the WHO Health Emergencies Incident Management System (IMS), at the field event level, the OSL OPS Assistant will support logistics and operations units. He/She will assist the OSL Officers/TL and emergency teams in the establishment of the tactical means to perform the setting and management of the WHO and EOC premises, ensuring timely and adequate supply of the required medical and non-medical commodities and providing health logistics support to ensure that WHO health activities are performing up to Sphere standards. The incumbent will be deployed to emergency operations when required.

While the Fleet Movement Control (MOVCON) Assistant, will support in the smooth flow of work as related to logistics & Fleet administration activities, assisting with actions with other support staff in the Fleet team and in consultation and collaboration with Fleet manager. In the context of the WHO Health Emergencies Programme, the incumbent has front line responsibility for the provision of a well-rounded Fleet Management Tracking Service that enables WHO to successfully implement a rapid, fully functional movement control for the emergency operation. This includes providing the Organization with the tactical means to perform its mission in the best possible conditions, tracking vehicles through TrackPoint software. The incumbent will be deployed to emergency operations when required.

2. Job Description

Objectives of the Programme and of the immediate Strategic Objectives

The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Organizational context

The OSL OPS Assistant and Fleet (MOVCON) Assistant, provides adequate skills to the OSL team, helping to build a robust organizational model to support onsite Health Response. Under the overall guidance of the OSL Officer, OSL TL & the Incident Manager, and within the delegated authority.

Summary of Assigned Duties

OSL OPS Assistant:

1. Support Event Response forecast needs by assisting OSL officer in charge to make field

assessment and field data collection.

2. Follow unit’s workplan and OSL OPS monitoring tools according to supervisor requirements.
3. Ensure logistics support of daily Emergency response team routines activities with appropriate transportation means, facilities and equipment.
4. Provides timely & proactive assistance and support to the supervisor on all supply needs in the context of the emergency response.
5. Assist passengers at airport and liaise with Airport authorities; collect passengers list and freight documents.
6. Support daily petty cash emergency procurement.
7. Facilitate customs clearance, reception, transportation, storage and distribution of supplies to affected areas and populations.
8. Assist WHO warehouse management and inventory exercises; follow stock control mechanisms.
9. Assist the maintenance of the required stockpiles of essential emergency equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.
10. Assist officer in charge of Office, EOC and Compound management to ensure adequate infrastructure maintenance (Minor repairs, Power Supply access, Cleanliness of premises…)
11. Assist WHE fleet management, including planning and monitoring fleet movements, oversee the maintenance of vehicles.
12. In close cooperation with the Field Security Officer, ensure that appropriate and safe living conditions are provided to WHO-deployed staff and responders.
13. Support WASH activities management and check WASH standard are up for all WHO facilities.
14. Provide quality assistance to the set up and maintenance of cold chain facilities for any medical items requiring temperature control environment.
15. Monitor and report regularly to the emergency team, drawing their attention to needs, gaps and problems, and proposing remedial actions.
16. Perform any other related incident-specific duties, as required by the functional supervisor.

Fleet MOVCON Assistant:

1. Prepare the staff transport masterplan as per pillars request & Incident Management approval (allocation of dedicated vehicle & pooling system).
2. Receive and review the transport request from the transport booking apps.
3. Liaise with counterparts in the Security Unit (WHO / UNDSS) to seek final movement clearance prior departure.
4. Determine the route plan, the communication plan and the timetable to respect.
5. Prepare back up transport plan (alternative route / Contingency field accommodation /Evacuation route…).
6. Follow deconfliction procedure when applicable.
7. Draft Convoy/transport plan procedure and prepare briefing convoy package.
8. Support weekly staff movement planning and ensure pooling vehicle system to maximize number of passengers per vehicle. Support vehicle dispatch according to daily priorities.
9. Support TR (Travel Request) issuance for WHO drivers field mission.
10. Maintain a roster of shifts for assigning duties to the pool of drivers.
11. Support briefs and debriefs driver’s field mission upon departure and arrival Support / Follow up the contract’s portfolio (vehicle rental company, vehicle insurance & fuel supply), and ensure adequate filing tree and safety back up.
12. Support rental vehicle supplier invoices validation.
13. Ensure Fleet KPIs follow up and inform the Fleet officer when the Fleet management doesn’t match WFS standards (e.g. Inform line manager if any rented vehicle is not used as per “Value for money” model (strict minimum daily mileage according to the context to be financially profitable for the Organization).
14. Set up the MOVCON room (e.g. large flat screen to follow up 24/7 online vehicle movement with GPS tracking system etc.).
15. Identify taxi agencies and support call for bids.
16. Perform all other related duties as assigned.

3. Recruitment Profile

Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Knowing and managing yourself
• Ensuring the effective use of resources

Functional Knowledge and Skills

• Sound organization and wide range of office skills. Sound knowledge of using office and computer packages, ability to multitask, to work under pressure and independently when required.
• Skills and knowledge in vehicle pooling systems.

Education Qualifications

Essential: Completion of secondary education or equivalent.

Desirable: Higher education from an accredited educational institution an asset.

Experience

Essential:

At least 5 years of relevant experience in the area of administration and/or logistics.

Desirable:

Relevant experience in WHO or another UN agency and non-governmental organization during humanitarian response an asset.

4. Use of Language Skills

Languages

English

Required: Expert knowledge of English and Ukrainian language

Desirable: Working knowledge of Russian language

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 USD 14,653 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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'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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.