Logistics Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the guidance and supervision of the Procurement Analyst, the Logistics Assistant assists in the overall management of administrative services, administers, and executes processes and transactions ensuring high quality and results oriented approach.

He/ She facilitates and advices on protocol matters including accreditation, visa matters, shipping and customs clearance, motor vehicle registration and tax exemptions for the Co and other UN agencies ensuring high quality and accuracy of work in order to obtain optimum services.

The Logistics Assistant works in close collaboration with the operations, programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery

Within the delegated authority and under the supervision of Procurement Analyst or his/her designated mandated representative(s), the UNV Logistics Assistant will support in the following:

Ensures implementation of operational strategies focusing on achievement of the following results: • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. • Provision of inputs to the CO administrative business processes mapping and implementation of internal Standard Operating Procedures (SOPs) • Preparation of administrative team results-oriented work plans.

Ensures efficient logistics support, focusing on achievement of the following results.

• Coordination of transportation services, regular vehicle maintenance and insurance. • Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report. • Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items. • Provides logistical support to incoming missions, medical evacuations, and to conferences, workshops and seminars. • Interacts with the ministry of foreign affairs, Department for Immigration service and Nationality Affairs, Airports authority and other national authorities to obtain various clearances and authorisations. • Works in close coordination with all units within operations, programmes, projects and other UN agencies to ensure smooth flow of events.

Assists in the efficient liaison support to the CO focusing on achievement of the following results.

• Assists in overseeing all protocol issues with the Ministry of Foreign Affairs. • Liaises and follows up with diplomatic and consular services on issuance of visa. • Arranges for the processing of resident permits and certifying of drivers’ licenses for international staff and their dependents. • Assist in the prompt clearance of UNDP consignments and shipment of personal effects of UN personnel. • Liaises and follows up with the Ministry of Foreign Affairs and Department for Immigration and Nationality Affairs on all new policy circulars or revisions on privileges and immunities. • Liaises with Airports Authority to secure appropriate protocol services. • Follows up on the registration of motor vehicles of UNDP as well as privately owned motor vehicles of UN international staff.

Assists in efficient document management services, focusing on the achievement of the following results.

• Drafts correspondence on protocol matters and guides CO and other resident and non-resident agencies on appropriate protocol and correspondence guidelines when communicating with government and other external partners. • Conducts briefing for staff on their diplomatic privileges and immunities in Nigeria. • Tracks the expiry dates of documents and visas. • Actively undertakes cost recovery and ensures timely settlement of accounts by clients and projects for services provided.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Assists in the training of staff on the administrative procedures of the organization • Briefing/ de-briefing of staff members on issues relating to area of work • Sound contributions to knowledge networks and communities of practice. • Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. • As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions,

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment • Self-development, initiative-taking • Acting as a team player and facilitating team work • Facilitating and encouraging open communication in the team, communicating effectively • Creating synergies through self-control • Managing conflict • Learning and sharing knowledge and encourage the learning of others

• Secondary education. • University Degree in Administration, Social Sciences and other related fields would be desirable, but it is not a requirement. • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Have affinity with or interest in UNDP, volunteerism as a mechanism for durable development, and the UN System. • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment.

The assignment will take place in the nation’s capital, Abuja (Hardship Classification C). Abuja is housed by many expatriate and diplomatic communities. Cost of living in Abuja varies but could be termed as high considering the class of people residing in the capital city. Terrorism is the main threat in the Abuja. General crime is also prevalent. UN staff members are advised to stay only in UNDSS assessed hotels and residential areas. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.