Organisation: United Nations Office for Project Services
(UNOPS)
Vacancy Code: VA/2015/B5001/7103
Duty Station: Entebbe, Uganda
Reports to: UNMAS Logistics Officer
United Nations Office for
Project Services (UNOPS)’s mission is to expand the capacity of the UN system
and its partners to implement peace building, humanitarian and development
operations that matter for people in need. Working in some of the world’s most
challenging environments, UNOPS vision is to always satisfy partners with
management services that meet world-class standards of quality, speed and cost
effectiveness. By assisting UN organizations, international financial
institutions, governments and other development partners, UNOPS makes significant,
tangible contributions to results on the ground.
The UNOPS Peace and Security
Cluster (PSC) within the Global Portfolio Services Office 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. The Cluster is responsible to administer,
provide support and 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.
Job Summary: The UNOPS Logistics Assistant will be responsible for
all Logistics and Procurement activities as requested by Mine Action Programmes
and coordination of multi programme logistic support in Entebbe Support Base.
Key Duties and
Responsibilities:
- Render
support in arranging for clearance of the consignments (Tax Exemption
Certificates, Customs clearances and necessary permits). - Conducting
Receiving Inspection Report (RIR), Inventory, storage arrangements, record
keeping and disbursement of office and project equipment/supplies in
accordance with UNOPS rules and regulations. - The
incumbent will ensure all stores and equipment’s held by each project
activities are stores safely, correctly and securely. - Update
the database of the stock and packing lists on a daily basis. - Update
and maintain files and tracking sheets for Cargo Movement documentation. - Actively
coordinate and liaise with internal and external parties regarding the
control and movement of equipment coming into and out of the country - Coordinate
and follow up with CMR (Cargo Move Requests) for all equipment being sent
or received from various regions. - Serve
as a focal point for electronic service and support requests within the UN
Field Support Suite (MOP, CMR, E-requests and ICT service requests). - In
charge of the management and responsibility of the MONUSCO owned vehicle,
allocated to the UNMACC, ensuring all applicable UN transport rules and
regulations regarding usage are adhered to - In
charge of the identification of maintenance needs of office building (s)
premises, vehicles, furniture, equipment’s and utilities, and prompt
reporting of said needs of the supervisor. - Establish
and maintain good relations with relevant departments within the RSCE
support base.
- Works
closely with the Logistics Department at HQ level to determine equipment
purchase requirements for local and international procurement, to be made
from the Entebbe office. - Support
the Logistics Officer in the evaluation of the equipment procurement and
supply requirements, compile information and help determine the most
efficient economical mode of procurement/delivery - Research,
establish and develop a comprehensive vendor/supplier list for local and
international procurement. - With
strict adherence to UN/UNOPS financial and procurement rules and
regulations, receive quotations from local and international suppliers;
prepare an analysis of quotations; make recommendations to HQ, to award a
contract and/or purchase order - Ensure
receipt and inspection reports are completed upon receipt of goods;
prepare and coordinate onward transportation and delivery and handover
vouchers, as well as report all changes to the Logistics section at HQ
level for inventory update purposes, in a timely manner. - Assists
in local procurement areas such as obtaining quotation, interact with the
suppliers and end-users about the quality/quantity, specifications and
delivery time warranty coverage of the goods prepare cost comparative
analysis and raise requisitions and purchase orders. - Responsible
for the day-to-day management of petty cash allocated to the mine action
office, Entebbe; making routine payments, book-keeping of expenditure,
routine monthly financial reporting to HQ, all with strict adherence to
UNOPS financial rules and regulations - Assist
with requests for ID cards for staff and contractors moving through the
Entebbe Support Base. - Support
colleagues transiting through Entebbe with UN flight requests (MOP), hotel
reservations, airport pick-up and drop-off, acting as lead focal point
when required.
3. Monitoring and Progress Controls:
- Provide
weekly summary of activities in process. - Ensure
the timely delivery of assigned tasks is required. - Produce
accurate monthly/quarterly Asset and Inventory reports for each
program/project assets stored in Entebbe Support Base. - Timely
and efficient servicing of requests and processing transactions affects
the teams overall ability to deliver quality services to clients. - Ensure
all Projects Assets are properly recorded and final asset and inventory
report is prepared for closeout of project. - Ensure
the assigned tasks are delivered according to UNOPS procedures to meet the
organization’s requirements.
Qualifications, Skills and
Experience:
- The
ideal candidate for the United Nations UNOPS career opportunity should
have attained a High school diploma. Possession of a Bachelor degree in
Business Administration, Public Administration or related field is highly
desirable. - At
least five years’ experience in a related field if you hold a diploma or
one year in a logistic and / or procurement role if you hold a degree - Possession
of Prince 2 Foundation certification will be considered as an asset. - Past
experience working in UNOPS and /or any other UN Agency is an asset. - The
applicant must also hold a valid national driver’s license with experience
in driving manual gear shift vehicles and 4×4 SUV, and be able to pass the
UN driving test. - Ability
to lift/move boxes and equipment weight min. 20kg - Possess a valid passport and ability to travel
as required. - Fluency
in spoken and written English; Local Language, knowledge of French is an
advantage. - Working
knowledge of ATLAS asset and inventory module will be considered an asset. - Knowledge
of UN rules and regulations will be considered an asset. - Computer
literate, thorough knowledge of MS Office and other computer software
applications and office equipment’s in use.
Language requirements:
Fluent English (written and spoken)
- Communication
skills - High
team ethic - Skills
in Planning and Organization - High
degree of accountability - Creativity
and innovation - High
Client Orientation - Commitment
to Continuous Learning - Technological
Awareness
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