Logistics Assistant, GS05, FTA, Supply Division, Copenhagen, Denmark

Overview

Assist in the effective supply chain operations for UNICEF.

You have:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.
• A minimum of 5 years of relevant administrative experience in logistics/shipping, EDI management.
• Fluency in English is required. Knowledge of another UN language (French, Spanish, Arabic, Chinese, Russian) and local language is considered an asset.

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.

Salary

The salary for this job should be more than 4,369 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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, every right

The Logistics Assistant is responsible for assisting the uninterrupted supply of affordable and good quality supplies and services, adapted to the particular context and through compliance with UNICEF’s policies, procedures and ethics standards. He/She is responsible for providing timely and effective service delivery, including for emergencies, programmes and procurement services partners, creating healthy markets and sustainable national supply chain systems, and providing supply financing solutions

This post is housed in the EDI and Data unit of the Global Transport Centre and reports to Logistics Specialist.

It is worth noting that this GJP covers a broad range of functions, however, depending on the context, the incumbent may focus on all or some areas with great depth. Therefore, if this is the case, this can be made clear in teamwork plans as well as individual performance plans.

How can you make a difference?

Under the supervision of the Logistics Specialist, the Logistics Assistant performs all activities in compliance with the UNICEF Financial Rules and Regulations, Supply Division Manual and other applicable procurement procedures in order to ensure timely deliveries of UNICEF Supplies including the following:

1. Proactively monitor EDI from Freight Forwarders to ensure timeliness and correctness of the data received. Analyze the root cause of errors and communicate with freight forwarder and relevant internal stakeholders for clarifications and corrective actions.
2. Issue periodical reports to monitor freight forwarders’ performance on EDI. Arrange meetings with freight forwarders to discuss issues or their EDI/invoicing performance.
3. Monitor timely goods receipt, shipment, invoicing and payment in order to finalize shipment and close freight POs.
4. Identify and resolve issues related to shipment data (quantity mismatch, EDI transmission errors, missing good receipt, etc.), if necessary, in close cooperation with relevant internal (Financial Management & Administration Centre, Operational Analysis Team etc.) and external (freight forwarders) interlocutors.
5. Provide input for new or revised procedures, Division and Centre Procedures within assigned deadline.
6. Provide suggestions and communicate with OATC for SAP/VISION improvements.
7. Provide freight estimates and shipping lead times to internal procurement units and country offices.
8. Maintain the standard freight rates up to date in coordination with the team lead and the forwarders.
9. Provide support to the Transport management Team Leader in relation to the freight forwarders contract management and day-to-day management of Supply Division's freight forwarding related contracts.
10. Assist implementation of audit to freight forwarders invoices. Provide timely and accurate information and documents.
11. Be the focal point with the GSSC and liaise between the forwarders and the GSSC through monitoring of the flow of freight invoices, including reception, follow-up of certification/approval, transmission for payment, finalizing Shipping Report and filing.
12. Track indicators related to invoice processing and payment (freight forwarder invoicing performance, invoicing error rates, invoices received/processed per period, invoice processing times, performance against payment terms, etc.) and provide updates both on a regular and on an ad-hoc basis as required.
13. Support external and internal audit with necessary audit documentation and prepare updates on status of audit recommendations.
14. Other relevant duties as assigned.

To qualify as an advocate for every child you will have

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.

Work Experience/Required knowledge: A minimum of 5 years of relevant administrative experience in logistics/shipping, EDI management. Understanding of development and humanitarian work is an advantage.

Languages: Fluency in English is required. Knowledge of another UN language (French, Spanish, Arabic, Chinees, Russian) and local language is considered an asset.

Other skills:

• Thorough knowledge of a range of specialized topics, including relevant supply chain processes, EDI, data management
• Ability to interpret and apply specialized rules and regulations to the particular circumstances of individual cases.
• Experience using MS Word, Excel, PowerPoint, SAP, Power BI and ability to learn other UNICEF office tools.
• Demonstrated understanding of relevant supply chain processes and ability to consistently apply relevant policies, procedures and good practices in the daily work.
• Ability to develop and maintain effective working relationships with stakeholders and gain the assistance and cooperation of others in a team endeavor.
• Ability to use supply related modules within UNICEF ERP system (SAP).
• Ability to establish priorities and plan his/her own work and plan, coordinate and monitor the work of those under his/her supervision.
• Ability to draft clear and concise reports or rationale for supply related decisions on key issues

For every Child, you demonstrate...

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

UNICEF competencies required for this post are…

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

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 staff members globally and applicants who are EU nationals or in possession of a valid work permit for Denmark are eligible to apply. General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation.

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:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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.

Potential interview questions