Logistics Associate

H (no hardship)FamilyFamily GS6General Service

Reason

Regular > Regular AssignmentNo2024-04-01April 2, 2024

Logistics Associate

Organizational Setting and Work Relationships
UNHCR delivers timely and quality goods and services to Persons of Concern (POC) in compliance with supply chain rules and procedures.
The Logistics Associate manages and supports all activities pertaining to the logistics function including planning, sourcing & procurement, transport, shipments tracking, customs clearance, warehousing. The position may be located at Headquarters (within DESS), in a Regional Bureau or in a Country Office.
The incumbent is supervised by the (Senior) Logistics Officer or other senior staff with logistics oversight function who defines the objectives and provides general guidance.
The Logistics Associate maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the logistics function. The duty of the incumbent is to support and monitor the logistical activities assigned to him/her within the geographical area covered while exercising efficiency in the use of the available resources.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- In compliance with supply chain rules and procedures, support the related logistics activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to POC.
- Draft plans for delivery of relief and other non-food items according to the operational needs and provide regular updates.
- Plan and oversee UNHCR's emergency airlifts, sea and road transport arrangements.
- Process all requests for CRIs from the GSM network in a timely and cost-effective manner to ensure that SLS is able to mobilise the CRIs from the GSM network to the requesting Operation, maintaining the 72-hour deadline.
- Apply UNHCR's sourcing & procurement strategy when planning for purchase of important commodities and services.
- Coordinate with the freight forwarders to ensure timely customs clearance of consignments, smooth delivery and receiving of relief and other non-food items ordered. In case of damages, ensure responsibilities are defined and necessary claims are settled.
- Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
- Draft and dispatch quotation requests conduct secondary solicitation and/or tenders and assist in the evaluation of offers when required.
- Contribute to the performance evaluation of goods/ services providers and coordinate with the contracts administrator for its extension when required.
- Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery.
- Support warehouse management, and assist with planning of goods deliveries, and provide information on the status of requests and the availability of items in the supply chain.
- Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
- Contribute to the Key Performance Indicators (KPI) evaluation for logistics services.
- Assist the supervisor in identifying organizational and procedural gaps in the present arrangements for release and transportation of CRIs and propose further improvements to enhance the process.
- Prepare and disseminate quarterly and annual statistical reports including weekly update to all stakeholders.
- Verify bills/invoices for payments against POs to ensure accuracy in the claim.
- Coordinate with Emergency Supply Unit, freight forwarders, and emergency operations for the release of the relief items.
- Coordinate with Emergency Supply Unit and other units in SLS regarding the replenishment of the stock and relief items.

In the Regional Bureaux:
- Assist in the consolidation of the current warehouse structure and perform monthly reconciliation of the stock.
- Track global logistics KPIs for the region and assist in devising regional ones, as required.
- Monitor all periodic supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to senior managers.
- Assist Country Operations in MSRP management.
- Support the country needs assessment plans and assist in combining them into regional procurement plans and monitor their timely implementation and changes based on operational needs.
- Support the work of the Regional Bureaux whenever required.

In the Country Operations:
- Ensure local liaison with partners to effectively support the logistical activities.
- Initiate and/or coordinate tax exemption of consignments, import customs clearance (when applicable) and liaise with local agent(s)/focal point(s) to ensure exemptions, permits etc. are obtained in a timely manner.
- Provide support in fleet management tasks whenever required.
- Manage receipts and storage of goods according to "best practices" and UNHCR rules and regulations.
- Coordinate logistics activities of UNHCR partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the Organisation including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), organisation of the physical verification of PPE.
- Ensure that PPE agreements are properly issued and signed, prepare disposal forms and cases for the Asset Management Board, and organise the disposal of PPE according to Asset Management Board decisions.
- Establish a stock management system.
- Assist in the coordination of and reporting on the deployment of Non-Expendable Property.
- Ensure stock inventory in MSRP is updated.
- Ensure that safety and security of stocks is maintained throughout the warehouse cycle.
- Decide on applicable internal system to ensure systematic conduct of warehousing processes.
- Exercise regular stock checking including record of goods going in and out.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).

- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Logistics Business Administration Supply Management
Economics Finance Commerce
Information Technology Supply Chain Learning Programme or any other relevant field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Logistics, Supply Chain Management and/or relevant experience

Desirable
Experience in dealing with Emergencies is of high advantage
Other UN procurement and logistics training - such as IAPSO and UNPD.
Experience in commercial air charter operations.
Experience in customs formalities.

Functional Skills
IT-Computer Literacy
SC-Asset Management
SC-Customs clearance
SC-Fleet Management
SC-Logistics
SC-PeopleSoft Supply Chain Management
SC-Public procurement
SC-Supply Planning
SC-Warehouse Management
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.


All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

• Strong knowledge of UN/UNHCR supply rules and regulations.
• Experience in using complex ERP systems (Oracle, PeopleSoft, SAP or similar).
• Advanced knowledge of Excel and PowerPoint, as well as very good data analysis skills.
• Excellent numerical and analytical skills.
• Experience in preparing reviewing and analysing operational transactions and drafting reports.
• Experience with international sea, land, and air transport.
• Knowledge of international commercial terms (incoterms).
• Flexibility to adapt to changing priorities and business needs.
• Efficient time management skills to meet deadlines and handle tasks promptly and ability to work in a fast-paced environment.
• Excellent customer service skills to address client inquiries, resolve issues, and ensure a positive leasing experience.
• Knowledge of supply chain rules and procedures.

Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.

For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G6 - Salary range: NET 587,586 HUF - NET 688,996 HUF.


Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).English

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

UNHCR and WFP are leading a UN Reform initiative by joining expertise to provide vehicle fleet management services, including vehicle leasing to other UN agencies. To provide these services, a new joint operation has been set up known as UN FLEET which offers leased vehicles and professional fleet management services to the wider UN System. The vision is to provide effective, safe, efficient, and environmentally sustainable fleet solutions to the UN System while achieving significant and sustainable cost savings.

The Logistics Associate manages and supports all activities pertaining to the operations function. The position is located remotely. The Logistics Associate is supervised by the Operations Supervisor.

The Logistics Associate maintains regular contact on a working level on routine issues with UNHCR, WFP, other UN agencies, and commercial contractors in the area to facilitate performing the operations function. The duty of the incumbent is to support and monitor the operations activities assigned to him/her while exercising efficiency in the use of the available resources.

All UN FLEET staff members are accountable to perform their duties as reflected in the terms of references. They do so within their delegated authorities, in line with the regulatory framework of UNHCR/WFP which includes the UN Charter, UN Staff Regulations and Rules, UNHCR/WFP Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UN FLEET’s core values of professionalism, integrity and respect for diversity.

Duties

• Manage comprehensive end-to-end operations, encompassing:

  • Effectively communicate with relevant stakeholders, including a variety of UN agencies worldwide, vehicle preparation service providers, shipping service providers, suppliers, vendors, and multiple UN FLEET departments.

  • Running mini-bidding exercises among holders of Global Frame Agreements (GFA) to procure competitive shipping services.

  • Acquisition of vehicles through operational sourcing from major vendors.

  • Allocation of available vehicles to preparation centres.

  • Create work orders in UNHCR’s fleet management system.

  • Create purchase requisitions in UNHCR’s ERP Cloud system.

  • Create purchase orders in UNHCR’s ERP Cloud system.

  • Receive goods and service purchase orders in UNHCR’s ERP Cloud system.

  • Perform inspection and put away transactions for goods and service purchase orders in UNHCR’s Cloud ERP system.

  • Perform the material release from inventory process in UNHCR’s Cloud ERP system.

  • Verify and submit goods and service provider invoices in UNHCR’s Cloud ERP

  • Update descriptive and operational asset details (asset key, operational in-service date)

  • Maintain an accurate and up-to date record of ongoing leasing orders in the UN FLEET portal.

  • Manage inbound and outbound shipments from/to vehicle preparation centres.

  • Conduct on-site and remote physical counts as needed, ensuring accurate and thorough assessments.

• Contribute to the continuous development of the UN FLEET portal through proposing updates on operational modules.

• Proactively participate in resolving complex cases and addressing ad-hoc challenges with diplomacy and efficiency.

• Optimally leverage available resources to uphold a superior standard in order fulfilment.

• Generate shipping-related documents on behalf of UN FLEET with meticulous attention to detail and accuracy.

• Maintaining a proper record of country specific data leveraging on the experience of UNHCR, WFP and UN FLEET.

• Execute a substantial volume of business transactions with efficiency and precision.

Living and Working Conditions:

 

Additional Qualifications

Skills

IT-Computer Literacy, SC-Asset Management, SC-Customs clearance, SC-Fleet Management, SC-Logistics, SC-PeopleSoft Supply Chain Management, SC-Public procurement, SC-Supply Planning, SC-Warehouse Management

Certifications

Business Administration - Other, Commerce - Other, Economics - Other, Finance - Other, HCR Supply Chain Learning Program - UNHCR, Information Technology - Other, Logistics - Other, Supply Management - Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance