UNHCR - Senior Logistics Assistant (PE-10320)
The Senior Logistics Assistant 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 a more senior staff with logistics oversight function who defines the objectives and provides general guidance.
The incumbent maintains contact as instructed or as a follow-up to ongoing activities with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the logistics function. S/he supports logistical activities assigned 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.
– 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.
– Support preparation of plans for delivery of relief and other non-food items as instructed by the supervisor and provide regular updates.
– Process all requests for CRIs from the GSM network in a timely and cost-effective manner
– 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, raise the issue with supervisor to ensure necessary action is taken
– Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
– Assist in the evaluation of purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order.
– Assist in drafting and dispatching of quotation requests and conduct of secondary solicitation and/or tenders and assist in the evaluation of offers when required.
– Contribute to the performance evaluation of goods/ services providers and warn 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.
– Prepare quarterly and annual statistical reports.
– 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 monthly reconciliation of the stock, as applicable.
– Assist in tracking global logistics KPIs for the region
– Assist country operations in MSRP management.
– Support the work of the Regional Bureaux whenever required.
In the Country Operations:
– Assist local liaison with partners to effectively support the logistical activities.
– Assist in the initiation and/or coordination of 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.
– Assist in coordination with logistics activities of UNHCR partners and/or contractors performing supply related activities.
– Assist in the management of the stock.
– Ensure stock inventory in MSRP is updated.
– Ensure that safety and security of stock is maintained throughout the warehouse cycle.
– Assist in regular stock checking including record of goods going in and out.
– Perform other related duties as required.
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
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
Logistics, Supply Chain Management and/or relevant experience.
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.
IT-PeopleSoft Supply Chain Management
SC-Supply Chain Management
(Functional Skills marked with an asterisk* are essential)
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.
– 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.