Logistics Analyst

Contract

This is a IPSA-9 contract. This kind of contract is known as International Personnel Services Agreement. It is normally internationally recruited only. It usually requires 2 years of experience, depending on education. More about IPSA-9 contracts.

Background

Instructions to Applicants: Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Background Information

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP's policy work carried out at HQ, Regional Hubs and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP's Strategic Plan. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts. The Bureau Management Services (BMS) provides vital management support in areas such as procurement, administrative services, budget and finance, human resources, information and communications technology, legal issues, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions.

UNDP’s partnership with the Global Fund to fight AIDS, Tuberculosis and Malaria, in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind. As a long-standing partner of the Global Fund, UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance to Global Fund grants in 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments.

Based on demand from Country Offices, and building on the relationships, expertise, systems and partnerships, including across the UN family, and comparative advantage established through the Global Fund partnership, the GPN/BPPS/Global Fund Partnership/Health Implementation Support Team (Global Fund Partnership Team, GF HIST) is providing support to Country Offices through three overarching modalities: 1) the Global Fund portfolio, 2) health procurement and supply chain management support, including support to Country Office to address COVID19 and 3) other health implementation support beyond the Global Fund, including Gavi-funded activities and Solar for Health.

Duties and Responsibilities

Under the supervision of the Procurement Specialist, and in close collaboration with the GF-HIST team the Logistic Analyst will undertake the following tasks:

• Support in managing all logistics operations required to ensure delivery of goods and services.
• Support in development of standard procedure and requirements on logistic management for health supplies e.g. green light procedure, shipping documents, packaging requirements, temperature requirement, delivery requirement, handling of goods, loading/offloading etc.
• Support to monitor risks and development of mitigation measures thereof, identify challenges related to shipments and resolve with the relevant stakeholders.
• Handle emergency health logistics and supplies to quickly respond to emergency requests. Support in establishing and implementing supply chain optimization projects.
• Identify the most cost-effective shipping modes and schedules as service delivery to the COs.
• Monitor and track of all shipments with regular follow-ups with the freight forwarders and suppliers on timeliness of delivery.
• Assist in updating the logistic information and maintain status on internal database/online platforms for the purpose of tracking deliveries and results.
• Collaborate with Data Management Analyst to implement effective internal monitoring and reporting systems.
• Provide country support in monitoring timeliness of receipt of full shipping documents required for pre-clearance, follow-ups on obtaining green-light, timely booking of cargo, invoicing, and timely payment to finalize and close POs.
• Perform monitoring and performance evaluation of Freight Forwarders and develop supply chain performance reports on delivery and performance based on KPIs.
• Conduct regular meetings with the freight forwarders to discuss KPIs and delivery status in coordination with the team.
• Advise the Procurement Specialist, COs and the Procurement team of any delays and possible deviations from the logistic plan and advise on possible corrective action.
• Handle demurrage cases in liaise with UNDP partners and suppliers, Procurement team, COs, and freight forwarders to resolve and settle the issues.
• Contributes to foster Knowledge Sharing on procurement services for health commodities to UNDP Country Offices, PSU and GF HIST;
• Support PSU and GF HIST with the adoption of sustainability related innovative practices (i.e. reduced packaging, transition towards sea freighted consignments, biodegradable packaging, etc. and develop and apply a methodology to capture impact and effect of these initiatives.

Any other related tasks as may be required or assigned by the supervisor.

Institutional Arrangements: The Logistics Analyst will report to the Procurement Specialist.

Travel: There is no immediate anticipation of official travel.

Competencies

Core

Achieve Results:

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility:

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination:

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Business Direction and Strategy

Negotiation and Influence

Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations

Business Development

Knowledge Generation

Ability to animate individuals and communities of contributors to participate and share, particularly external

Business Management

Risk Management

Ability to identify and organize action around mitigating and proactively managing risk.

Procurement

Data Analysis

Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement

Supplier / Relationship Management

Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Administration & Operation

Management of Shipment

Management of Shipments - contracting of shipment for staff members who travel on initial appointment, reassignment and repatriation are authorized to ship personal affects

Required Skills and Experience

Min. Education requirements

Master’s Degree in Logistics and Supply Chain, business administration, Public Administration, Finance, Economics, or other related fields

Min. years of relevant work experience

• A minimum of two years of relevant experience at the national or international level in logistics, supply chain or procurement.

Required skills

• Experience in planning, developing and managing logistics of health products and supplies.
• At least one year of experience with local or international NGOs.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems, preferably PeopleSoft and ATLAS

Desired skills in addition to the competencies covered in the Competencies section

• Experience in developing countries is desirable.
• Knowledge of UNDP and/or UN procurement policies and procedures an asset.
• Familiarity of Global Fund policies and procedures an asset.
• Experience in handling emergency health logistics and supplies an asset.
• A second UN language is an asset.

Required Language(s)

Fluency in English, both written and oral