Administration Senior Assistant - Logistics

Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

Job Specifics:

Under the direct supervision of the Administration / Logistics Senior Associate and under the overall guidance from the Head of Support Services, the Administration / Logistics Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work. Overall the incumbent shall ensure effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies.

Functional Responsibilities

1. Shipping and custom clearance
2. Inventory, Asset and Supply Management, Custodial, Common Premises
3. Fleet management
4. Knowledge Building and Knowledge Sharing

1. Logistics and custom clearance

• Review/check shipping document and issue, submit and follow up on the request for import permit, tax exemption and customs clearance documents .
• Draft the letters to the relevant government department for the custom exemption, clearance and handover of imported items.
• Coordinate with Transport Companies and Freight forwarders regarding shipping documents as well as the loading and unloading process as per the set INCOTERMS
• Under guidance from the Administration/Logistics Senior Associate, coordinate customs clearance procedures for imported goods and equipment. .

2. Fleet management - Upon request, order fleet spare parts and consumable and maintain inventory including fuel distribution and recording. - Support the development of tools and standard operating procedures for management of the fleet - Assist in preparing the maintenance work-plan and the budget to cover transportation needs - Assist the Administration / Logistics Senior Associate to provide on-time, standard monthly reports, including fuel consumption report, maintenance report and any other reports requested by Supervisor including from the field sites. - Assist in maintaining a good filing system for the fleet

3. Inventory and Asset Management - Provide support during the acquisition of materials and equipment to be purchased. When applicable support with procurement team on quality, quantity, specifications, delivery timelines, product guarantees/warranties Prepare Receipt and Inspection Reports (RIR) for all incoming equipment and supplies and ensure tagging is completed - Support in asset registration processes of expendable and non-expendable property and equipment for the office. - Acts as a custodian for management of office supplies and stationery supplies including maintenance of stock list of these items, distribution as required by staff and keeping a log of distribution. - Maintain an updated list of fleet supplies and fuel under each project ensuring accurate records and ensure there is no waste, fraud or misuse - Conducts physical inventory checks, draft periodic inventory and asset reports and; support in the investigation of discrepancies - Ensure all stores and equipment held by the project are stored safely, correctly, and securely depending upon the item classification. - Ensure all invoices received are timely processed and paid

4. Knowledge building and Knowledge sharing- Supports the organization and delivery of training and learning initiatives for personnel on Logistics and assets management -related topics. - Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

  Impact of Results

  The effective and successful achievement of results by the Administration / Logistics Senior Assistant directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

Education: - Completion of secondary school is required. First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate for some of the required years of experience, but is not required.

• In the absence of a degree, supply chain management or administrative certification is an asset

Experience: - Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations is required with completion of secondary school.

• Some experience in UN system organizations is desirable.

• Proficiency in computers and experience in handling web-based management systems is required.

• Experience in use of Enterprise systems is desirable.

Language Requirements: - Full working knowledge of English is required. - Knowledge of another official UNOPS language is an asset.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local ICA Contract level: LICA-5 Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.