Job Responsibilities

• Support the OSL operations officer with the implementation of operational logistics plans to enhance and sustain logistical support for countries within the sub region.
• Provide essential data and inputs to assist the supervisor in preparing monthly and ad hoc reports on logistics activities across ESA sub-regional countries, including updates on Fleet, Health Logistics, WASH, and ICT operations.
• Maintain accurate administrative records by organizing and updating files, logs, and records in the prescribed format, ensuring they are readily accessible for future reference and use.
• Emergency Response Support:
• Support the Operations Support and Logistics officer with the coordination of emergency support to WCOs during outbreaks or natural disasters.
• Support with the creation of documents that will be issued to improve readiness of emergency support at WCO level, ensuring alignment with preparedness plans.
• Capacity Building and Training:
• Assist in organizing different OSL training sessions at country and regional level.
• Support knowledge-sharing initiatives, including the development learning materials.
• Reporting and Communication:
• Prepare detailed logistics reports, profiles and updates for ESA countries for internal use.
• Maintain clear communication with the OSL teams at WHO Country Offices to support resolving logistics challenges promptly.
• Compliance and Quality Assurance:
• Ensure all logistics operations comply with WHO standards, national regulations, and donor requirements.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that queries are responded to in a timely manner.
• Meeting Administration:
• Arrange, coordinate, and lead administrative preparation for OSL meetings, seminars, trainings, and workshops, in country or abroad, including getting government clearances in collaboration with WCO, letters of invitation, cost calculation, and travel requests.
• Assist with preparing documents, dispatching materials, and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on their initiative or based on instructions.
• Correspondence:
• Draft correspondence: Prepare general or administrative correspondence independently or based on provided instructions, ensuring accuracy and professionalism.
• Review and prioritize incoming documents: Identify key information, attach relevant background materials, and highlight areas requiring action, effectively guiding professional staff to focus on priority items.
• Ensure compliance and quality: Verify that technical reports and documents adhere to WHO standards, rules, practices, and procedures. Edit and refine content as needed before submitting it for signature or clearance by the appropriate authority.