Administrative Assistant (Logistics)

Contract

This is a LICA-4 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 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

The ongoing conflict in Yemen has caused significant disruptions to the supply chain and to the overall availability of services. In light of the reduced or even absent provision of public services, communities have adopted various coping strategies, including using alternate water and energy sources, relying on alternate service providers and community-based service delivery initiatives to address the shortfall.

Physical damage to infrastructure and the lack of functionality in one sector often spills over into other sectors with significant consequences on both the access to, and quality of services, that are often interrelated. For example, in some cities, the lack of functionality in the water sector is tied most directly to the lack of electricity rather than to physical damage to water infrastructure. As a result, wastewater continues to overflow into streets, which in turn has significant implications for the health and transport sectors. Similarly, the absence of electricity across many cities in Yemen is not solely tied to infrastructure damage of energy facilities but rather to the lack of fuel, amongst others due to severe transport limitations and access constraints. These cross-sectoral linkages demonstrate the need for an integrated, multi-sectoral approach that provides synergies and responds to the multi-faceted needs on the ground.UNOPS is undertaking a multi-sectoral engagement aimed at restoring urban services mainly in energy, urban roads, WASH and municipal services in targeted cities in Yemen using an integrated approach.

Functional Responsibilities

Under the direct supervision of the Logistics Officer.

Assets & Premises Management

• Conduct equipment/ Assets write-off for all items at duty station.
• Ensure all items held that have a limited shelf life are turned over (used or consumed) regularly.
• Ensure all assets and equipment held by the project are stored safely, correctly, and securely as per the asset classification.
• Maintain a comprehensive log for project assets, fuel, stationery, and office supplies
• Conduct asset verification exercise on a regular basis and upon request from the logistics officer.
• Assist in managing assets handover to the project team.
• Monitor fuel, stationery, and office supplies storage and consumption.
• Monitor drivers roster, deployment schedule and vehicle maintenance.
• Follow up on any issue relating to the office maintenance in consultation with the Logistics Officer.

Inbound Logistics Management

• Review shipping documents of inbound supplies, and verify their compliance with contract terms and approved distribution plans, and follow up with the local authorities on duty exemptions and customs clearance related issues.
• Follow up on the progress of duty exemptions process with implementing partners, local authorities, and customs clearance agent.
• Prepare official exemption letter, and clearance requests for inbound supplies.
• In consultation with the logistics officer, the logistics assistant shall guide suppliers, customs clearance agents and office team on required logistics arrangements to facilitate projects implementation and flow of supplies.
• Ensure that all logistics activities are conducted according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics;
• Track UNOPS shipments and coordinate delivery arrangements with the concerned stakeholders.
• Assist in implementing appropriate logistics systems including warehousing and in-country transport capacity, including establishment of Long Term Arrangements and frame agreements for e.g. customs clearance, storage, transport and distribution as might be required.
• Monitor and follow-up the timely clearance, delivery and handover of goods and consignments to partners as instructed by the logistics officer.
• Handle exemptions and movement requests on relevant platform and the Customs Cloud platform.
• Any other duties as deemed necessary

Competencies

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.

Education/Experience/Language requirements

Education

• Secondary Education is required.
• Bachelor degree would be a considered advantage.

Work Experience

• At least four years of progressive responsible support experience in similar positions related to any or all of the following areas : assets, premises Management , logistics within the commercial / public/ humanitarian sector is required.
• Previous logistics experience is required.
• Previous experience of working in international organizations is an asset
• Experience in usage of computers and office software packages (MS Word, Excel, etc.) is highly desired.

• Advance knowledge of automated procurement systems, experience in handling web based management systems is highly desirable.

  Language:

• Fluency in both English and Arabic (written and verbal) is required.

Contract type, level and duration

Contract type: Local ICA Contractual Modality Contract level: LICA 04 Contract duration: 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.