Associate Logistics Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship LevelE (most hardship)

Family TypeNon Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

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 member’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.

ReasonFast Track > Fast Track

Remote work acceptedNo

Target Start Date2023-07-20

Job Posting End DateJuly 27, 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 organizations¿ 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 UNHCR¿s 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 UNHCR¿s 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 ¿Best Practices¿ and UNHCR¿s 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 ¿ 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 - Prior relevant logistic and procurement experience in field operations, especially in hardship locations with limited infrastructure.
- Previous experience working in emergency response.
- Experience from working in complex and volatile contexts.
- Experience of data collection, analysis and report writing.
- Knowledge of market analysis tools and approaches, knowledge and skills in market assessments, analysis and cash-based interventions.
- Comprehensive knowledge of the different elements of the supply chain in an emergency context is an asset.
- Proven capacity to develop work plans and budgets, negotiate contracts, take quick and relevant decisions.

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

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Desired languages

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Since the conflict in Sudan erupted in mid-April 2023, and according to the latest figures, Chad currently hosts some 230,000 new arrivals (out of which some 192,473 are already “fixed” or counted), this situation has led to the forced displacement, spread across the provinces of Ouaddai, Sila, Wadifira amd Ennedi Est, mainly in the sub-prefectures of Borota, Amdjerema, and Addé, with the key entry points being the localities of Kulbus, Mahamata, Werwerta, Beida, Andressa/Dogdoré, Moudeina, Sarafbourgou, Mashiborgho and Maguilta. The situation continues to be tense in Sudan, refugees continue to arrive in Chad, fleeing from Darfur region, especially El Geneina and El Fasher cities.

On 17 May 2023, a Level 2 emergency was declared for the neighbouring countries of Sudan, including Chad. Considering the above, and as the humanitarian situation in Sudan continues to deteriorate, the High Commissioner decided to upgrade the Level 2 emergency to a Level 3 for the Sudan and for the refugee and returnee situation in Chad, Egypt, and South Sudan.

In this context, the operation in Chad reinforces its offices with the necessary capacities to respond effectively to the protection and assistance needs of the new refugees in the existing and new camps and maintain adequate capacity at the various entry points to continue to assist new arrivals.

The Sub Office of Abeche covers five Field Offices (Amdjarass, Iriba, Goz Beida, Guereda, Farchana), and the newly created Field Unit of Hadjer Hadid.

Candidates applying to positions in Chad should be prepared to work under challenging conditions and be able to manage stressful situations. All the duty stations in Chad are classified E, except N’Djamena which is at D.

The Associate Logistics Officer P2 will work under the supervision of the Head of Field Office, P4, and in close collaboration with the Senior Supply Officer in Country Office.

Living and Working Conditions:

Candidates applying to positions in Chad should be prepared to work under challenging conditions and be able to manage stressful situations. All the duty stations in Chad are classified E, except N’Djamena which is at D.

In terms of working and living conditions, Farchana is a small town that has only very basic infrastructure with very limited leisure and recreational facilities. There are no banking facilities in Farchana. The nearest bank facility is in Abeche where ATMs are also operational. Malaria is prevalent and all staff need to be vigilant by taking the relevant measures. Farchana is an E non-family location. There are also very limited health facilities available locally.
UNHCR managed guest houses provide and facilitate accommodation to UNHCR staff.
All communications within the office and with external partners such as Government and humanitarian agencies are conducted in French. Fluent French (both written and spoken) is essential for this position. However, working knowledge of English, especially written, is also required as reports, internal as well as external, are requested in English.
R&R circle is every 8 weeks.

There are specific security measures to be taken into consideration. Aside from the mandatory security briefing provided to the staff upon arrival in N’Djamena with specific location information and requirements:

• All UN personnel must complete their BSAFE training online
• Per the classification of roads, all road movements between cities should be accompanied by an armed escort in the SRM East zone. These movements are conditioned by a granted security clearance through TRIP
• Unless exceptionally allowed all road movements between cities must be started after 6 a.m. and completed by 6 p.m.
• All movements of UNSMS vehicles in Abeche are allowed only between 6:00 a.m. and 10:00 p.m, while all movements of UNSMS vehicles in Farchana, Goz Beida, Iriba, Amdjarass and Guéréda are allowed only between 6:00 a.m. and 8:00 p.m.

  Additional Qualifications

  SkillsIT-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

  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 FT for the Sudan Situation

  Additional Information

  Functional clearanceThis position doesn't require a functional clearance