Fixed-Term Appointment, Logistics Officer (Cold Chain), NO-1, Port-au-Prince, Haiti

Contract

This is a NO-1 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-1 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, [insert tagline]

The supply team objective is to support CO supply team/programmes and partners to reach their objectives. The Haiti CO has challenging procurement processes of immunization supplies, other goods, services (mainly constructions) and procurement services and therefore technical support to programme staff, partners and normative guidance is key to ensuring successful support to the programmes.

How can you make a difference?

Under the supervision of the Sr. Immunization Specialist, the incumbent performs highly skilled work on UNICEF Cold Chain/General supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the officer level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for officers to lead and carry out responsibility for end-to-end cold chain/general supply chain management from the beginning to the end of the process (at partners-mainly ministries or departments) and provide input into the design and development of improved supply chain services and delivery mechanisms up to end-users (partner’s warehouse).

Supply Chain Service Delivery and Response

Planning:

• In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.
• Support supply and immunization activities including establishment of Long Term Arrangements (LTAs), Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of immunization supplies with partners.

Procurement/contracting:

• Provide input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies. Conduct market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services.
• Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Take into account opportunities to strengthen sustainability of supply chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the chief of Supply and Logistics. Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers. Maintain highest level of integrity, ethical standards, and accountability in the procurement of goods, contracting of services and construction work.
• Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in VISION or liaise with Contracts officer for support and submit for relevant approvals, ensuring completeness of documentation in VISION.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.
• Ensure appropriate filing of procurement cases and maintain up to date records for future reference including for audit.

In-country logistics:

• Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.
• Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data, and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
• Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Warehousing and inventory management supports:

• Manage UNICEF warehouse facilities via VISION for immunization supplies and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to Chief of Supply and Logistics. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls).
• Maintain appropriate warehousing and inventory management processes in support of the country immunization programme at MSPP. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.
• Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
• Supervise receipt of consignments and dispatch of supplies.
• Prepare stock reports for Immunization Supplies. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.
• Prepare Vaccine Arrival Reports and work closely with MSPP/PROMESS and SD on all pre-alerts related to immunizations.

Alternative delivery mechanisms and procurement services:

• Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components.
• Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
• Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with COs regarding partnership requests and negotiations as required.
• Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction.
• Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.
• In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Partnership, coordination and collaboration:

• Support effective working relations with other agencies, local authorities and implementing partners through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common LTAs, bulk procurement, etc.).

Other duties/responsibilities:

• In cases where the incumbent has managerial responsibility of officer staff, the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met.
• Provides practical input on implementation of guidelines around supply and logistics, in close coordination with the Chief of Supply and Logistics.
• Supports supervisor and the Chief of Supply and Logistics, and updates immunization/other staff on supply and logistics policies, procedures rules and regulation. Implements the appropriate application and interpretation of S&L rules, regulations, policies, guidelines and procedures.
• Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on supply and logistics matters as required.
• In collaboration with supervisor, Chief of Supply and Logistics, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.

To qualify as an advocate for every child you will have…

• A university (Bachelor) degree is required in Business Administration, Management, Economics, Supply Chain Management, Logistics, Procurement, Contract/Commercial Law, International Development, Health or related social science field.
• A minimum of one year of relevant experience, at the national and international levels, in supply, logistics, procurement planning and market optimization, contracting, administration and/or other directly-related technical fields is required.
• Understanding of development and humanitarian work.
• Emergency experience an advantage.
• Relevant work experience in low-income countries is an asset.
• Health supply chain management experience an advantage.
• Fluency in French and Creole is required. Good working knowledge of English is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are...

(1) Builds and maintains partnerships(2) Demonstrates self-awareness and ethical awareness(3)Drive to achieve results for impact(4)Innovates and embraces change(5) Manages ambiguity and complexity(6)Thinks and acts strategically(7)Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.