LOGISTICS ASSISTANT
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Contract
This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.
Org. Setting and Reporting The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world as well as to other UN Offices, Agencies Funds and Programs.
This position is located in the Supply Network Management cell, Planning & Sourcing Support Section, Supply Chain Service at the United Nations Global Service Centre, Brindisi, Italy.
The Logistics Assistant is under the general supervision of the Chief Supply Network Management.
Responsibilities Within delegated authority, the Logistics Assistant will be responsible for the following duties:
- Supports Mission staff with respect to all aspects of major services contracts.
- Maintains database to monitor mission specific and Systems Contracts reports.
- Collects and consolidates demand plans from field missions.
- Supports the maintenance of the data collection tool and prepares reports on demand planning and its transition to acquisition planning.
- Maintains supporting files and database with respect to Supply section Letters of Assistance (LOA).
- Controls and manages supply related items requisitioning.
- Records contract actions and monitors activity. This includes coordinating with missions on delivery schedules, follow-up and receipt of Receiving and Inspection (R&I) Reports, verification of invoices against R& I reports, recording contract status at all stages of processes.
- Manages and maintains records of the procurement thresholds set for each contract.
- Initiates requisitions when required, records deliveries, progressive funding and expenditures, liaises with missions on receipts and associated actions.
- Manages and maintains records of the direct provisioning process.
- Assists in the execution of technical evaluations for long and short-term contracts.
- Establishes and maintains relevant reference library.
- Co-ordinates with missions on consumption rates and usage patterns.
- Prepares requisitions and enters data in Umoja to initiate requisition process. Provides updates of requisition status on a regular basis.
- Reviews cost estimates for input into budget formulation.
- Monitors budget estimates and reports on funding allocations.
- Maintains, updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and invoice actions.
- Assists with the preparation of presentations to the Headquarters Committee on Contracts for LCC procurement action beyond the financial delegation of missions.
- Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.
Performs other duties as required.
Competencies PROFESSIONALISM: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education High school diploma or equivalent is required.
Job - Specific Qualification Certification in Project Management (Prince2 or equivalent) is desirable.
Certification in Supply Chain Management (CSCP or equivalent recognized qualification) is desirable.
Work Experience A minimum of five (5) years of experience in supply management, contracts administration, logistics or related area is required.
Experience in procurement and inventory management is desirable.
Experience assisting the requisition process in the management of contracts is desirable.
Experience in the use of Enterprise Resource Planning (ERP) is desirable.
Experience in the use of Power Business Intelligence (BI) is desirable.
Experience within the UN common system or other similar international organization is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.