Associate Logistics Officer

Tags: English language Environment
  • Added Date: Friday, 02 June 2023
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Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship LevelH (no hardship)

Family TypeFamily

Residential location (if applicable)

GradePR2

Staff Member / Affiliate TypeProfessional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff memberโ€™s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

ReasonRegular > Regular Assignment

Remote work acceptedNo

Target Start Date2023-05-25

Job Posting End DateJune 15, 2023

Standard Job DescriptionAssociate Logistics Officer 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 Associate Logistics Officer manages and supports all activities pertaining to the Logistics function including planning, sourcing & procurement, transport, customs clearance, warehousing management within the area of responsibility (AOR). The position may be located at Headquarters (within DESS), in a Regional Bureau, or in a Country Office. The incumbent is normally supervised by the (Senior) Logistics Officer or other senior staff with Logistics oversight function who defines the objectives and provides general guidance and may supervise some staff and/or AWF. The incumbent will also refer to UNHCR manuals and relevant policy papers. The incumbent will support effective logistics operations that enable the office to meet the needs of POC as well as timely delivery of quality goods and services to them. Further, s/he will assist in the maintenance of logistics infrastructure that is robust and agile enough to accommodate the needs of the Operation and that enables timely emergency responses, along with effective partners and/or contractors to support activities. The Associate Logistics Officer maintains impartial, ethical and customer-oriented relations with suppliers and partner organizations; exchanges information with counterparts in other UN agencies, and international organizationsยฟ within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement and Logistics actions if, as and whenever necessary. The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable and will liaise with SMS staff who manage the Global Stockpiles as is applicable. Contacts are predominantly with other UN agencies, 3rd Party Logistic providers, Project Partners and Government Departments on relevant subject matters at the working level. 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 UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Support all activities pertaining to the logistics function including planning, sourcing, transport, customs clearance, warehousing, insurance, asset, and fleet management, as applicable. - In emergency situations (refugees, IDPs and/or any other POCs to UNHCR), coordinate with all stakeholders to ensure that the Organization can, in a timely and cost-efficient manner, provide core relief and non-food items. - Apply sustainable supply chain strategy throughout activities performed. - Update and review the inventory supply demand and forecast to promote optimized inventory levels and the associated sourcing plans aligned with distribution plans. - Resolve difficulties in the global supply chain by finding solutions to problems and bottlenecks. - Apply UNHCRยฟs relevant strategy and coordinate activities for the delivery of material assistance according to the operational needs and regularly update the information in the UNHCR ERP system. - Review implementation of the logistics activities providing information on the status of requests and the availability of items at the different steps of the supply chain. - Support the sourcing and procurement process for logistics related goods and services within the area of responsibility (AoR). Contribute to the definition of requirements to ensure timely, cost-effective, and adequate delivery of commodities and services to support operational needs. - Support the supply functions within the AoR through missions and online resources on supply management. - Make recommendations to senior management on resource allocation to support on-going operations - Identify priority operations that require HQ support, based on periodic performance data by country as well as other operational factors and information, or as guided by the supervisor. - 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 inform decisions. - Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management and recommendations of the various oversight bodies - Coordinate the calendar of activities for the physical verification exercises (reconciliations, physical inventory exercise) and monitor the execution to promote the accuracy of the UNHCR Financial Year-End statement. - Optimize services provided by contracted third Party Logistics providers and Partners. - Oversee ERP resource management for UNHCR Financial assets through enforcement of established controls and access protocols. - Provide first line support to ERP users. - Facilitate emergency response through the allocation, release, and transport of material assistance from Global Stockpiles and/or Global Suppliers. - Support to country operations by providing on time HQ documentation coordinated to facilitate customs clearance and processing of tax exemptions for dispatches managed by HQ. - Track global supply KPIs. - Provide direction to staff under supervision, including capacity building, team tasking and other HR related duties to ensure an effective, efficient, and unified team. - Disseminate quality information as baseline for quality assessments at both the regional and the country level, establish and/or monitor the application of prevailing quality assurance processes. - Collect and disseminate best practices - Perform other related duties as required. In the Regional Bureaux - Assist Country Operations in the ERP management. - Support Country Operations on how to develop and implement logistical strategies based on the operational context and, particularly in an emergency context. Implement the agreed delivery infrastructure within the region - Support countries need assessment plans and consolidate them for input into the regional procurement plan. - Assist country operations and RB in the contingency planning exercise. - Assist country operations to attain full compliance to rules & regulations in all logistical activities by tracking the progress of specific operations and provide guidance that ensures timely implementation. - Monitor periodic logistics exercises such as inventory reconciliations or physical inventory verification exercises, Supply Chain Management Activities at the Year-End account and ensure that they are implemented throughout the region providing relevant reports to senior managers and HQ. - Review and optimize the regional warehouse network in consultation with the country operations. - Undertake analysis of HQ Supply KPIs and reports and devise regional ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with supply, financial rules and regulations. In the Country Operations - Ensure that the local supply chain functions are optimised and that there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. - Ensure effective information flow in the supply chain and share the relevant information with external and internal stakeholders. - Develop relevant contacts and build collaborative relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable. - Undertake analysis of HQ, Regional Supply KPIs and reports and devise local ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with Supply, Financial rules and regulations. - Ensure compliance with all HQ issued periodic activities e.g. Inventor activities, Year-End closing activities and provide relevant reports to HQ and RB within the given timeframe - Undertake a needs analysis of all transport requirements and suitable mode as per the operational context - Liaise with the procurement function for tendering purposes and establishment of Transport Infrastructure with the requisite capacity and backup - Manage inventory and warehousing according to ยฟBest Practicesยฟ and UNHCRยฟs rules and regulations. - In consultation with the Regional Bureau, periodically carry out a country level warehouse network review for optimum service provision. - Ensure that applicable exemptions and approvals are obtained in a timely manner (i.e. tax exemption, import customs clearance, waivers etc.). - Manage service level penalties by taking timely action (i.e. Demurrage, Port charges, container detention charges etc.) - Confirm deliveries under global freight agreements to HQ for purposes of performance monitoring. - Support the establishment and maintenance of an efficient and skilled workforce that can support on-going operational requirements. - Support to Multifunctional Team (e.g. assessing partners) - Implement local quality control process. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Logistics Supply Chain Management Business Administration Economics Engineering International Commerce or other relevant field (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses HCR Supply Chain Learning Programme Fritz Humanitarian Logistics Institute of Purchasing & Supply (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Minimum 1 year of experience in progressively responsible functions in supply logistics, preferably in the UN system. Solution-oriented and capacity to adapt to emergency situations and work under stress. Strong interpersonal and communication skills and the capacity to interact with a variety of cultural and educational backgrounds. Excellent computer skills as well as proven experience in database and statistics management. Desirable Experience in dealing with Emergencies and in interagency logistics coordination in emergency contexts in particular. Other UN procurement and logistics training ยฟ such as IAPSO and UNPD. Experience in commercial air charter operations. Experience in customs formalities. Experience in logistics or warehousing. Functional Skills *IT-Computer Literacy *IT-ERP (Enterprise Resource Planning) Functional Knowledge SC-Asset Management SC-Customs clearance SC-Fleet Management SC-Logistics SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-UN/UNHCR Procurement Rules and Procedures 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.

Desired Candidate Profile In addition to possessing comprehensive knowledge and experience in supply management, the incumbent should have excellent analytical, planning, and organizing skills. She/he should also be proficient in oral and written communication, resource management, and have the ability to work effectively under pressure. Furthermore, She/he should be adept at fostering team spirit among various internal and external parties in a multicultural environment, while ensuring cost-effectiveness and the timely delivery of Core Relief Items.
The ideal candidate should possess deep knowledge of international shipment and cargo movement, customs clearance, shipping lines and transport, warehouse, and inventory management, as well as proficiency in ERP and Microsoft environment (Excel, Power BI). Additionally, fluency in a second UN language alongside English might be an asset to ensure smooth communication flow with UNHCR's Operations

Required languages (expected Overall ability is at least B2 level):

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Desired languages

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๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

Supply Management Service (SMS) is one of the three Services of the Division of Emergency, Security and Supply (DESS). Within the Supply Transactional Section, the incumbent will be under the direct supervision of the Senior Supply Officer, in charge of the International Order and International Transport Management. The incumbent is expected to have the below additional experience and competencies, among others listed in the standard Job Description:

The Associate Logistics Officer is responsible for order and contract management of the Global Frame Agreements for Logistics Services, such as monitoring the performance of UNHCR's Global Freight Forwarders based on the established KPIs and leading performance evaluation discussions. The Associate Logistics Officer is responsible for leading the International Transport Management and for providing support to the team member's daily work, such as but not limited to: ensuring accurate and timely transport Purchase Order creation, ensuring that the established SOPs are adhered to, supporting in the resolution of escalated disputes among relevant parties. The Associate Logistics Officer will recommend and introduce adequate improvements and assist in drafting relevant SOPs, Operational Guidelines, and Administrative Instructions.Close coordination is required with the Logistics and Emergency Supply Section, and the International Order Management Unit, the Quality Assurance Unit, the Global Procurement Section in HQ SMS/DESS HQ, and relevant Technical Units in Geneva HQ. The Associate Logistics Officer maintains customer-oriented relations with UNHCR Requesting Units, Suppliers, and Partner organizations; exchanges information with counterparts in other UN agencies and International Organizations within the UNHCR Procurements Rules and Regulations; assists the joint procurement actions when required. The Associate Logistics Officer may be requested to participate and represent the unit at Conferences and Workshops related to the area of responsibility. The nature of the work is demanding and requires working under pressure to respond effectively to needs, especially during peak seasons and emergency responses. The Associate Logistics Officer directly supervises General Service staff and reports to the Senior Supply Officer, in charge of the International Order Management and International Transport Management.

Living and Working Conditions:

The position is based in Budapest, capital of Hungary, where adequate infrastructure, health, education, banking, recreational facilities are available and easily accessible. Budapest is H category duty station. There are no specific security concerns notwithstanding incidental events. Personal security is generally not a problem. However, s/m's should take responsibility for their own personal and residential security.

Additional Qualifications

Skills

Education

CertificationsFritz Humanitarian Logistics - Other, HCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other

Work Experience

CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium Add. 2 to March 2023 Compendium - Part B

Additional Information

Functional clearanceThis position doesn't require a functional clearance

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