TA (364 days) - Logistics Officer, NO-2, Port-au-Prince/Haiti

Contract

This is a NO-2 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-2 contracts.

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, a champion

The logistics team objective is to support Country office (CO) programmes reach their objectives. The Haiti CO has a challenging Logistics process of programme supplies, other goods, services and Logistics services and therefore Logistics support to programme staff, operations, partners, and normative guidance is key to ensuring successful support to the programmes of UNICEF Haiti CO.

How can you make a difference?

The incumbent performs highly skilled work on UNICEF supply chains, and manages the more complex cases in customs clearance, transportations, airlifts, cargo management, negotiations, writings and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases. This is the officer level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience.

The function is characterized as highly independent and provides opportunities for officers to lead and carry out responsibility for end-to-end Logistics/general supply chain management from the beginning to the end of the process (at the Port/Airport, UNICEF’s Warehouses, Offshore deliveries, partners-mainly ministries or departments) and provide input into the design and development of improved Logistics supply chain services and delivery mechanisms up to end-users (partner’s warehouse).

1. Summary of Key Functions/Accountabilities:

• Ensuring effective logistics planning with the different sections, including dispatching by land, sea or air.
• Supervise and mentor the warehouse team members, ensure timely performance management of the staff.
• Provide technical and operational support to the country office by advising on the application of best practices, systems, and procedures in logistics management.
• Take initiatives to improve the management of the logistics function of UNICEF Haiti.
• Implement an effective system to manage direct dispatch to partners, transport contracts and warehousing in the country.
• Conduct visits to project sites for inventory control inputs.
• Take care of the physical inventory at the country office level and field offices together with service providers or staff assigned.
• Maintain monitoring information in VISION (ZGIT, ZROSTS, INSIGHT DATA), and participate in the preparation of DASHBOARDs and any other reports required for management, donors, budget reviews, programme analysis, annual reports, appeals, etc.
• Under guidance by the Chief of Supply and Logistics, develop a close working relationship with the programme sections by participating in the design, planning and preparation of programmes Logistics strategies on Supply Chain planning and deliveries as well as monitoring and evaluation of the implementation of logistics.
• Contribute to capacity development initiatives in the field of logistics in close collaboration with Chief of Supply and Logistics and programme sections.
• Support the logistics components of health systems strengthening, as appropriate, in the country context.
• Develop working relationships with government departments (Customs, Airports, Aviation’s, etc) and partners to facilitate UNICEF's logistics operations.

• Carry out any other tasks requested by the hierarchy.

  Detailed Logistics Service Delivery and Response

Planning:

• In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Logistics requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.
• Support supply team activities including establishment of Long Term Arrangements (LTAs) for Logistics and customs services, and pre-positioning of supplies with partners.

In-country logistics:

• Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Advise on budget requirements for various delivery modalities before Release Orders are created and ensure establishment of budget with sections before any Logistics or transport or customs process is done.
• Liaise with supply colleagues as well as sections and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data, and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
• Provide specialized support in logistics, following UNICEF standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.
• Prepare concise and clear Franchises and letters for all pre-alerts and need customs clearance or in-country road/air/sea transport arrangements.

Warehousing and inventory management supports:

• Support in collaboration with the Logistics Associate, the supervision of UNICEF warehouse facilities via VISION for supplies and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to Chief of Supply and Logistics. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures during emergencies (e.g. Wiik-Halls/Rub Halls).
• Maintain appropriate warehousing and inventory management processes in support of the country programmes. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained monthly and participate in the same at the end of the year as assigned.
• Assess availability of space and prepare/or advice 3PL service providers in stacking and storage plans to ensure appropriate storage and optimize use of space.
• Supervise receipt of consignments and dispatch of supplies.
• Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee (ePSB process).
• Prepare cargo arrival reports and work closely with partners and SD on all pre-alerts related to procurement services or programme sections.

Alternative delivery mechanisms and procurement services:

• Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements (e.g. Logistics sector etc).
• Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with COs regarding partnership requests and negotiations as required.
• Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction along the supply chain.
• Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.
• In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the Logistics/Warehousing/End user monitoring in order to make the process more effective.

Partnership, coordination, and collaboration:

• Support effective working relations with programme sections, other UN agencies, local authorities and implementing partners through information exchange, collaboration etc. Cooperates with other UN agency counterparts in the UN reform initiatives (including common LTAs, bulk procurement, etc.).

Other duties/responsibilities:

• Provides practical input on implementation of guidelines, SOPs around supply and logistics, in close coordination with the Chief of Supply and Logistics.
• Supports the Chief of Supply and Logistics, and updates on logistics policies, procedures rules and regulation. Implements the appropriate application and interpretation of S&L rules, regulations, policies, guidelines, and procedures.
• Contributes to recommendations on the improvement of internal Logistics controls systems considering the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on supply and logistics matters as required.
• In collaboration with the Chief of Supply and Logistics, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals in UNICEF Haiti CO and the Supply team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.

To qualify as an advocate for every child you will have…

• A university degree (Bachelor) is required in Business Administration, Management, Economics, Logistics, Procurement, Contract/Commercial Law, International Development, Health or related social science field.
• A minimum of 2 years of work experience in Logistics, excellent knowledge and application of Logistics applications, procurement rules and regulations contracting, administration and/or other directly-related technical fields is required.
• Relevant work experience in low-income countries is an asset.
• Fluency in French and Creole is required. Good working knowledge of English is an asset.

For every Child, you demonstrate…

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

UNICEF competencies required for this post are...

(1) Builds and maintains partnerships(2) Demonstrates self-awareness and ethical awareness(3)Drive to achieve results for impact(4)Innovates and embraces change(5) Manages ambiguity and complexity(6)Thinks and acts strategically(7)Works collaboratively with others.

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 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:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

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.

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