Supply Chain Management Associate (Assets and Logistics)

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - UNMAS South Sudan

The Mine Action Office in South Sudan is based in Juba and it supports the United Nations Mission in South Sudan (UNMISS) as well as the national demining authorities in coordinating Mine Action activities in South Sudan.

Functional Responsibilities

Functional Responsibilities

Under the direct supervision of the Operations Specialist-Fleet/Asset and/or the Support Services Officer, the incumbent will perform the following tasks:

• Provide assistance to ensure efficient asset management and logistical services, in compliance with applicable UNOPS and UNMAS instructions, rules and regulations;
• Work closely with key stakeholders to identify, develop and implement asset management activities and work plans;
• Maintain the UNMAS Asset Management systems by recording new assets, performing subsequent activities such as adjustments and updates; and by processing the de-recognition activities;
• Collaborate with the logistics team to ensure that RIR (Receipt and Inspection Report), online and/or offline, for equipment and supplies are completed accurately and in a timely manner;
• Ensure assets are well tracked and equipment and expendables are issued to end users in accordance with equipment issuance procedures;
• Ensure all relevant documentation is completed and the Asset Management Database is always up to date;
• Process data cross-check in Wasp and one UNOPS and ensure that information is matching; report discrepancies/inconsistencies and propose solutions to the asset focal point for appropriate action;
• Support in planning the asset and expendable bi-annual verification activities in collaboration with the Logistics advisor;
• Coordinate full annual stock check, as well as multiple random spot checks, and provide required support in data collection and analysis, necessary for the preparation of UNMAS and UNOPS assets reports;
• Raise tickets on IPAS Portal for asset related issues, and follow up until the resolution of the case;
• Regularly conduct the Master Equipment List (MEL) checks for assets provided by contractors in relation with contracts, in coordination with the contract management department;
• Establish Right of Use (ROU) for non-contractual equipment issued to contractors or any other stakeholders and share the document with the contract management department;
• Initiate loss or damage report processes and ensure that necessary documents are completed on time, and actions are taken in the asset management system;
• Prepare the list of assets for disposal and required paperwork, and conduct asset disposal activities;
• Assist in the maintenance of the expendables management tool, and provide support in preparation of UNOPS expendables reports;
• Ensure the filing system of assets/expendables in both hard and soft copies are accurate;
• Update the inventory management system for non-expendable and expendable items as required;
• Maintain and ensure assets stores are kept orderly, neat and tidy;
• Contribute substantively in the development and implementation of a comprehensive asset management and logistics systems that will operate in accordance with UNOPS logistical procedures;
• Confidentially managing, filing and organizing logistics and asset documentation in accordance with UNOPS processes and procedures;
• Administer contract performance, including delivery, receipt, warranty, damages and insurance of equipment;
• Carry out all program asset services in accordance with UNOPS rules and regulations;
• Assist in the coordination and implementation of assets activities, to ensure timely, cost effective and safe delivery of equipment to clients;
• Monitor the progress of shipments for UNOPS and its clients and coordinate the delivery of the same at the client’s delivery places;
• Establish effective relations with stakeholders in a proactive manner;
• Raises logistics bottlenecks to supervisor for prioritization;
• Ensure that all the documents transactions are well recorded;
• Check and ensure partners stores and warehouse equipment are being well maintained and the supplies are stored safely, securely and properly;
• Develop monitoring tools related with storage and distribution and update on regular bases standard operating procedures to ensure best practices on storage and delivery;
• Assist in updating team members and recipients on applicable process and procedures;
• Attend all meetings and briefings relevant to his/her function;
• Liaise with Logistics Advisor, Fleet Manager and Support Services Officer on assets issues and queries if applicable;
• Conduct inspection and physical verification of all stores and equipment, ensure databases are up to date on the quantity, quality, serviceability, and location of relevant equipment/items;
• Implement internal control system which ensures that goods in transit are tracked and monitored and the asset registry records are updated on a regular basis;
• Prepare relevant asset disposal documentation for review and approval in accordance with UNOPS rules and regulations;
• Assist in registering assets (non-expendable property and equipment) for the office;
• Establish and maintain/update on an ongoing basis the asset lists, at least on a monthly basis;
• Issue equipment and supplies to the Program and maintain accurate records;
• Timely delivery of assigned tasks;
• Provide logistical support as and when required;
• Perform other related duties as may be assigned by his/her supervisor(s)

Education/Experience/Language requirements

Education - High School Diploma (or equivalent) is required

Experience - A Minimum of 5 years relevant experience in Asset management, Logistics, Supply chain Management or other related field is required.

• Experience in the use of computers and office software including MS Office is required.
• Experience in the use of UNOPS ERP systems (oneUNOPS) is desired.
• Experience working in a multi-national /cultural environment is desired
• Experience in UN/UNOPS Procurement and Asset management rules and regulations is desired

Language

• Fluency in English and French (reading, writing, speaking) is required.

Contract type, level and duration

Contract type: Local Individual Contract Agreement

Contract level: ICS 7 (LICA 7)

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.