Organization: UNOPS – United Nations Office for Project Services
Location: Addis Ababa
Grade: Administrative support – LICA-4, Local Individual Contractors Agreement
Occupational Groups:
Administrative support
Logistics
Supply Chain
Documentation and Information Management
Closing Date: 2024-10-03
Job categories Procurement
Vacancy code VA/2024/B5333/28923
Department/office AFR, ETMCO, Ethiopia MCO
Duty station Addis Ababa, with frequent travel to various locations in regions of Ethiopia, Ethiopia
Contract type Local ICA Support
Contract level LICA-4
Duration One year initially, renewable subject to satisfactory performance and funding availability’
Application period 20-Sep-2024 to 03-Oct-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
The Logistics Assistant will be responsible for the below listed duties
Liaise with the Logistics Unit for purchase orders, shipping documentation, and waybills.
Receipt of goods and equipment on behalf of partners, inspection, and report preparation.
Ensure any discrepancies are fully investigated and resolved using the Loss and Damage process.
Liaise with the Procurement and Logistics team to receive documents of the incoming shipments from freight forwarders.
Support in the organization of shipments, customs clearance arrangements, and preparation of documents for incoming shipments (received/sent).
Implement follow-up actions, address delays, and bring them to the attention of the supervisor.
Follow up on customs clearance for air, road, and sea shipments arriving in Ethiopia for different partners.
Liaise with respective partners/custom clearing agents to get clearance letters and approvals on time before the arrival of shipments in the country.
Ensure timely receipt of clearance letters from partners and delivery of goods.
Follow up on the transportation of goods from the airport and seaport to final destinations.
Carefully monitor the movement of equipment into and within the area of responsibility.
Maintain a log of all delivered cargo/shipments and support in developing a tracking system to assist the supervisor in following up on pending issues.
Ensure all damaged goods in transit are reported to the freight forwarder and project manager in a timely manner.
Assist with the preparation of reports, tables, and charts, etc.
Apply technical skills and knowledge in formatting and presentations, ensuring appropriate presentation style and accuracy of information.
Conduct routine follow-up actions on deliveries and the supply chain on behalf of the supervisor, and inform him/her of the status.
Prepare letters, memorandums, faxes, emails, etc.
Monitor progress and liaise with vendors during the entire procurement and supply chain cycle, including investigation and resolution of post-order problems and preparation of progress reports on procurement and supply chain matters.
Ensure Receiving and Inspection Reports (RIR) or relevant certificates are timely received once goods are delivered.
Other tasks assigned by the immediate supervisor or Head of Unit.
Impact of Results The key results of the Logistics Assistant directly affect the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
Education
High school completion is required.
A Diploma or a first-level university degree (Bachelor’s) in Logistics, Procurement, Management, or administration is an asset and may substitute for some of the required work experience.
Experience
A minimum of four (4) years of experience with high school completion, two (2) years of experience with a diploma, and one (1) year experience with a bachelor’s degree, working in areas such as logistics, procurement administrative support, facilities management, or related fields is required.
Language
Fluency in written, spoken, and reading English is required.
Knowledge of another UN official language is an asset.