Org. Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping missions around the world.
This position is located in the Strategic Deployment Stocks Unit (SDS) within the Delivery & Return Section of the Supply Chain Service at the United Nations Global Service Centre, Brindisi, Italy.
The Logistics Assistant is under the general supervision of the Logistics Officer and/or Chief SDS.
Within delegated authority, the Logistics Assistant will be responsible for the following duties:
•Prepares draft responses to routine correspondence and other communications; uses standard word processing package to produce a variety of complex documents and reports.
•Performs data entry in SAP and extracts quantitative information.
•Compiles and generates a variety of standard statistical and other reports, using various Excel databases and qualitative information.
•Assists with the tracking of the financial data for SDS disbursements and revenues.
•Coordinates with relevant asset managers to obtain numerical, descriptive, and visual data enrichments for stock items and updates the online SDS catalogue.
•Assists with information management functions by organizing and maintaining SDS case files, databases and supporting documentation.
•Liaises with other units interacting with SDS within Supply Chain Services workflows to tracks work activities assigned to the unit and ensure that all case files are updated and closed upon completion of assigned tasks.
•Assists in verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and Standard Operating Procedures.
•Maintains the repository of guidelines, instructions, relevant rules and regulations, SOPs, Concept of Operations etc.
•Assists with the preparation of presentation materials and information packages using relevant technology/software.
•Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
•Monitors processes and schedules related to the unit’s outputs, tasks, etc.
•Raises service requests on behalf of unit’s staff for the provision of office and IT equipment.
•Researches, compiles, and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•Assists with the preparation of financial year-end reports.
•Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences (e.g. schedules meetings, prepares information packages for distribution to stakeholders).
•Assists senior staff/supervisor with assigned tasks.
• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes, and procedures. 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.
•TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•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.
High school diploma or equivalent.Work Experience
A minimum of three (03) years of progressively responsible experience in the field of supply chain management, logistics, contract administration, customer service or other related fields is required.
Experience in utilizing Microsoft Office Excel (spreadsheets, graphic, tables and calculations) to process large quantities of data in a working environment is required.
Experience with Business Intelligence tools and SAP systems is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Recruitment for this position is done on a local basis.
This position is 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. Applicants who are Italian nationals or nationals of a member state of the European Union need to upload a copy of their national passport. All other applicants need to have a valid work permit for Italy and need to upload a copy of such work permit. All other applicants, except current UNGSC staff members in Brindisi, need to provide a Certificato Penale and Certificato di Carichi Pendenti. Attachments need to be uploaded in Step 8 of the online application.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.