Logistics Assistant

  • Added Date: Tuesday, 02 April 2019
  • Deadline Date: Wednesday, 01 May 2019

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Org. Setting and Reporting

This position is located in the Triangular Partnership Project (TPP), Support Partnerships Service (SPS), Division of Special Activities (DSA), Department of Operational Support (DOS), Nairobi.

DOS was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions.

DSA oversees a range of specialized or cross-cutting operational capacities. A large part of its responsibilities is to support start-up, surge, transition and liquidation requirements and to
exercise authority on behalf of entities to which authority has not been granted owing to a lack of capacity or from which authority has been temporarily withdrawn.

SPS coordinates and maintains bilateral and trilateral relationships with key partners, such as regional organizations, other United Nations actors and governments, for the receipt or provision of operational support from or to Secretariat entities

The TPP Project is one of the outcomes of the September 2014 Summit on UN Peacekeeping, and aims to enhance the Rapid Deployment of Enabling Capabilities for peacekeeping. The Triangular Partnership comprises the United Nations, supporting Member States and Troop Contributing Countries (TCCs).

The incumbent reports to the Training Officer in Nairobi.

Responsibilities

Within delegated authority, the Logistics Assistant will be responsible for the following duties:

•Coordinate logistics requirements and delivery, equipment maintenance and serviceability including requests for supplies, and accounting for consumables such as fuels and oils.
•Serves as focal point for administrative coordination of project implementation activities, involving extensive liaison with project team to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of interpreters, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
•Supports project staff with respect to all aspects of goods and services contracts.
•Provides inputs to produce project cost estimates/budget.
•Maintains supporting files and databases, including with respect to Letters of Assist (LOA) with host countries/Member States.
•Records contract actions and monitors activity. This includes coordinating with vendors on equipment rental on delivery schedules, follow-up and preparation Receiving and Inspection (R&I) Reports, verification of invoices against R&I reports, recording contract status at all stages of processes.
•Provides general office assistance; responds to information request and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records such as attendance records; organizes meetings, workshops and handles other administrative and logistics tasks.
•Assists in training activities such as the preparation of training materials.
•Assists in the management of petty cash receipts and expenditures.
•Assist in maintaining, updating and ensuring accuracy and completeness of computer database recording requisition details, purchase orders, delivery and invoice actions, as required.
•Performs other duties as assigned by the Training Officer or the Programme Manager.

Competencies

•Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Technical or vocational certificate in logistics, transportation, supply management, business administration or related fields is a requirement.

Work Experience

A minimum of five years of progressively responsible experience in supply management, contracts administration, logistics or related area is required. Experience with inventory control and management of a large client base in an international environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

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