Organization: UNOPS – United Nations Office for Project Services
Location: Juba
Grade: Administrative support – LICA-6, Local Individual Contractors Agreement
Occupational Groups:
Administrative support
Logistics
Supply Chain
Closing Date: 2024-06-09
Job categories Administration, Procurement
Vacancy code VA/2024/B5018/28219
Department/office GPO, NYPO, PSC, South Sudan Project Unit
Duty station Juba, South Sudan
Contract type Local ICA Support
Contract level LICA-6
Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Application period 27-May-2024 to 09-Jun-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Within delegated authority, the Supply Chain Management Associate (National Logistics Associate) will report to the Operations Specialist Fleet/Asset and/or the Support Services Manager and be responsible for the following duties:
Assist to ensure efficient logistical services are in compliance with applicable UNOPS and UNMAS instructions, rules and regulations.
Work closely with key stakeholders to identify, develop and implement logistics activities and work plans.
Support in implementing a logistical plan to manage smoothly all imported goods to South Sudan in cooperation with the UNMISS.
Arrange customs clearance and facilitate the release of goods imported by UNMAS.
Assist in coordinating with the UNMAS field office in South Sudan for all incoming and outgoing shipments and ensure that all necessary approvals are obtained in a timely manner from relevant authorities.
Assist in coordinating with UNOPS suppliers, shipping agencies, and customs clearance agents to ensure safe and fast release and collection of goods and storage in line with INCOTERMS set in the contracts.
Assist in ensuring the correctness of shipping documents received from UNMAS suppliers in compliance with UNOPS requirements.
Ensure all items with a limited shelf life are turned over (used or consumed) regularly.
Maintain an accurate inventory & Spreadsheet to highlight the records.
Collaborate with the asset management team to ensure that RIR (Receipt and Inspection Report) for equipment and supplies are completed accurately and in a timely manner;
Ensure expendables are well tracked and are issued to end users in accordance with issuance procedures.
Ensure all relevant documentation is completed and the tracking systems are always up to date.
Support in planning and executing asset and expendable bi-annual verification activities in collaboration with the Logistics advisor.
Support full annual stock checks, as well as multiple random spot checks, and provide required support in data collection and analysis necessary for the preparation of UNMAS and UNOPS assets and expendables reports.
Provide required support in the Master Equipment List (MEL) checks for assets provided by contractors in relation to contracts in coordination with the contract management department.
Assist in the maintenance of the expendables management tool and provide support in the preparation of UNOPS expendables reports.
Ensure the filing system of expendables in both hard and soft copies is accurate.
Update the inventory management system for non-expendable and expendable items as required.
Maintain and ensure storage facilities are kept orderly, neat and tidy.
Confidentially managing, filing and organizing logistics documentation in accordance with UNOPS processes and procedures.
Administer contract performance, including delivery, receipt, warranty, damages and insurance of equipment.
Assist in the coordination and implementation of logistics activities, to ensure timely, cost effective and safe delivery of equipment to clients.
Monitor the progress of shipments for UNOPS and its clients and coordinate the delivery of the same at the client’s delivery places.
Assist in establishing effective relations with stakeholders in a proactive manner.
Raise logistics bottlenecks to supervisor for prioritization.
Ensure that all document transactions are well recorded.
Check and ensure that partner stores and warehouse equipment are being well maintained and that supplies are stored safely, securely and properly.
Support in developing monitoring tools related to storage and distribution to ensure accurate and timely reports on inventory.
Update standard operating procedures on a regular basis to ensure best practices on storage and delivery.
Assist in updating team members and recipients on applicable processes and procedures.
Attend all meetings and briefings relevant to the function.
Liaise with Logistics Advisor, Fleet Manager and Support Services Officer on logistics issues and queries if applicable.
Assist in conducting inspection and physical verification of assets.
Assist in implementing an internal control system to ensure that goods in transit are tracked and monitored, and that asset registry records are updated on a regular basis.
Assist in registering assets (non-expendable property and equipment) for the office.
Establish and maintain/update the asset lists on a regular basis.
Supervise the Junior Logistics Assistant and Administrative Clerk and ensure proper delivery of tasks and activities.
Issue equipment and supplies to the programme and maintain accurate records.
Attend and set up UNMAS outdoor hosted events.
Perform other related duties as assigned by the supervisor(s).
Education/Experience/Language requirements
Education
Secondary School Diploma (High School or equivalent) with 6 years of experience is required
OR
First Level University Degree (Bachelor’s Degree or equivalent) with a minimum of 2 years of relevant experience is required
Experience
Relevant experience is defined as progressive experience in asset management, logistics, supply chain management, or other related field
A valid driving license is required
Experience in the use of UNOPS ERP systems (oneUNOPS) is desired
Experience working in a multi-national/cultural environment
Experience in UN/UNOPS Procurement and Asset management rules and regulations is desired
Language
Fluency in English (writing, speaking and reading) is required