LOGISTICS ASSISTANT (Temporary)

Org. Setting and ReportingThe United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON performs representation functions with permanent missions, the host government and governmental and non-governmental organizations in Nairobi. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in Facilities Management and Transportation Section (FMTS), Central Support Services, Division of Administrative Services, at the Nairobi duty station. Under the supervision of the Senior Logistics Assistant, FMTS, the incumbent will be responsible for the following functions: Responsibilities1. Operations and Service Coordination: • Schedule and assign official duties to UNON dedicated vehicles and drivers based on trip requirements, passenger load, vehicle specifications, and protocol. • Coordinate day-to-day vehicle servicing, maintenance, and cleaning schedules to ensure optimal vehicle condition and availability. • Monitor fleet movements and vehicle usage to ensure compliance with operational plans and service reliability targets. • Liaise with internal stakeholders and FMTS for special event logistics and high-level visits, ensuring timely and efficient transport execution. 2. Compliance, Health & Safety: • Oversee fueling operations and ensure adherence to Health, Safety, and Environmental (HSE) protocols. • Validate fuel accountability processes, including issuance, documentation, and reconciliation of fuel receipts. • Monitor vehicle cleaning activities, verify associated costs and invoices before forwarding for payment. 3. Data & Performance Monitoring: • Compile and maintain the motor vehicle fleet register and statistics to track operational efficiency, cost, and usage. • Generate regular fuel consumption and transport activity reports to inform decision-making and highlight efficiency gaps. • Record and monitor transport-related contract activities and advise on budget utilization and trends. 4. Financial & Contract Management: • Review and validate service-related invoices (fuel, cleaning, repairs) ensuring accuracy before submission to accounts. • Monitor allocated transport budgets and recommend cost-effective strategies to reduce operational expenditures. • Assist in the technical evaluation and data collection for short-term transport contracts to measure and assess performance. • Act as focal point for transport contracts in close cooperation with Operations Supervisor in the preparation and execution of Performance review meetings. 5. Client Engagement & Communication: • Assist in the development and rollout of broad Client outreach activities. • Maintain consistent communication with departments and users to coordinate and align services with client needs. • Ensure timely response to service requests, queries, and feedback, maintaining high levels of client satisfaction in line with Service Level Agreement (SLAs). • Support the updating of communication materials (brochures, intranet pages) to promote available transport services. 6. Reporting, Key Performance Indicator (KPIs) & Continuous Improvement: • Assist in compiling transport-related reports and visual dashboards for management and client review. • Support knowledge management through data visualization and presentation of performance metrics against SLA targets. • Propose innovations and operational enhancements based on data analysis and service feedback. 7. Perform other related duties as assigned. CompetenciesPROFESSIONALISM: 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 AND 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. EducationCompletion of High school diploma or equivalent is required. Supplementary training in Transport Management or Business Administration from a recognized institution is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of progressively responsible work experience in Transport, Logistics or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Experience in using computer application like MS Office, specifically in Word, Excel, and Access is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish 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 desirable. NOTE: \"Fluency equals a rating of \"fluent\" in all four areas (read, write, speak, understand) and \" Knowledge of\" equals a rating of' confident\" in two of the four areas. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special NoticeThis position is available until 31 December 2025, a limited duration that does not carry any expectancy, legal or otherwise, of renewal. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira \"Need Help?\" link. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.