NICEF, guided by the Convention on the Rights of the Child, works together with partners in 190 countries and territories to promote and advocate for the protection of the rights of every child.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

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.

 Provide input to the formulation of the annual Supply Plan. Conduct data review and analysis for category management and assist in the development of procurement strategies. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.

Where relevant, support product innovation and market shaping initiatives for specific categories of supplies and services providing relevant data.

Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.

Prepares documentation for the establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.

Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.

Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.

Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken in a timely manner in support of UNICEF Programmes.

Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.

Conduct local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.

 Provide input on the logistics component of the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Keep track of demurrages and detention charges. Negotiate with Airport/Port/Shipping Line for waiver of demurrage/detention charges whenever required. Calculate budget requirements for various delivery modalities and ensure establishment of budget with the colleagues from the respective programme sections.

Liaise with supply colleagues as well as colleagues from respective programme sections, use supply dashboards to ensure pipeline monitoring 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 support in logistics, following 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.

Review needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and transmit all supporting information for contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.

Maintain and process documentation 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.

Warehousing and inventory management:

•  Following UNICEF policies and procedures, assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, assists the implementation of new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls type structures).
• Support to the maintenance of appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained
• Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
• Supervise receipt of consignments and dispatch of supplies.
• Prepare stock reports. 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. Keep track of near to expiry supplies ensuring FIFO and FEFO approaches.
• Payment Processing and administrative support
• Logistics service provider payment processing: Receive and scrutinize supplier invoices for payment, prepare payment requests for all deliveries made against issued purchase orders
• Regularly extract reports on the status of open contracts, Purchase Orders and take necessary action.
• In coordination with admin and operation sections, support, UNICEF Supply and Logistics staff in obtaining proper documentations, booking and travel authorization as may be needed.
• Coordinate the processing of all truck permits for distribution of programme supplies.

Responsibilities:

• In collaboration with supervisor, 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 and the team. Develop and facilitate training of newcomers, provide inputs towards establishment of processes or manuals to support effective workflows

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

Minimum requirements:

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: A minimum of 5 years of relevant administrative experience in supply chain management or a commercial context is required. 
• Skills :
• Thorough knowledge of a range of specialized topics, including relevant supply chain processes, partnership mechanisms, rules and regulations related to public sector procurement.
• Ability to interpret and apply specialized rules and regulations to the particular circumstances of individual cases.
• Experience using MS Word, Excel, PowerPoint, SAP 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 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.

Language Requirements:

• Fluency in Arabic and English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/582305