Logistics Analyst (m/f)

Description

• The Logistic Analyst position is located in the UNFPA Mozambique Country Office (CO) in Maputo, and under the overall guidance of the Country Representative, reports directly to the SRH Team Leader and Programme Analyst RHCS, in consultation with the International Operations Manager
• The Logistic Analyst delivers quality services in logistics to Reproductive Health Unit, cooperates in supporting Implementing Partners, in the context of Reproductive Maternal Neonatal Child and Adolescents Health (RMNCAH). Acting in coordination with the Procurement Unit he/she will act as Logistic Focal Point for inventories of commodities, required to master all relevant rules, guidelines, processes, and procedures, responsible for timely reporting on logistic matters. Ensures proper and effective use of UNFPA’s and external partners’ resources, contributing to the safekeeping on UN and government property held in warehouses, having a key responsibility in terms of reporting of stocks in warehouses and movements of goods (reception and hand over). Takes a client oriented, results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the Country Office in logistic matters
• The Logistic Analyst internal contacts is the SRH team leader, hearing on operational and compliance matters from the International Operatoins Manager. He/She establishes and maintains professional contact with government to advise and coordinate on logistics matters. Establishes and maintains working relationships with Logistics teams in other UN agencies. Develops efficient working relationship with internal partners and external stakeholders, including technical experts, UN agencies, NGOs and Governments. Participates in local inter-agency Procurement/Logistic initiatives to ensure UNFPA’s needs in common systems and service issues are met

Duties

• The Logistic Analyst would be responsible for all downstream supply chain activities in Cabo Delgado, including:
• The Logistic Analyst is responsible for managing the tracking of products, coordination of the arrival and timely custom clearance process of commodities inventories purchased and managed by the Country Office (CO) to provide the required support for the operational needs of programs and projects of the Mozambique Country Office, ensuring timely processing of imports and distribution of goods to support program implementation. The Supply Chain Analyst actively participates in inter-agency coordination to ensure UNFPA’s needs in common systems and service are met
• The Logistic operations include logistics planning, customs clearance, warehousing, in country transport and distribution, as well as monitoring of supplies and services. The incumbent supports programme Units and the Cos Sub Offices in defining emergency response related supply interventions to meet programmatic needs and under supervision of the head of Reproductive Health and Programme Analyst RHCS, provides technical and advisory support to national systems and partners on supply chain management, in particular aiming to set up and/or reinforce Logistic Management Information Systems in use by Implementing Partners

Ensure reliable supply/logistics management systems, procedures and documentation are in place as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability

• Supports the RHCS Programme Analyst in the coordination of the Logistic management of the CO, assisting with the planning of required warehousing, and distribution plans by providing technical advice, on inherent logistic costs, accessibility of locations of targeted areas for interventions, etc.
• Supports the Programme Analyst for Reproductive Health Commodities in the quantification and forecasting of commodities as part of procurement plan of the CO, in collaboration with the relevant programme and operations staff and partners
• Acting in coordination with CO procurement team, liaises with Program team for securing shipments of goods are done in a timely manner and properly coordinated with the Ministry of Health of Mozambique
• Maintain data on local supply and evaluate their overall performances (product quality and timely delivery, etc.)
• Ensure preparation of the supply status reports required for donor reports, programme analysis, annual reports, FTP reports, appeals, etc.
• Regularly communicate accurate inventory status, inventory aging and incoming supplies information
• Establish and maintain effective and constructive communication with CO Units, Commodity security branch on a continuous basis in order to take proactive actions on all logistic related matters
• Support in supply chain management risk assessments, spot-checks and audits as part of last mile assurance for the Mozambique country office Implementing partners and support in the preparation of reports as per HQ requirement
• Effectively support the development of the staff of the IP Supply Unit’s, as possible providing technical assistance in the use of logistic software and/or traditional warehouse management systems
• Responsible for Receiving and Inspection activities, ensuring completeness and accuracy of the appropriate supporting documentation for all supply and logistics transactions including bidding, customs clearance, receiving and inspection of goods, delivery slips, etc.
• Supports the International Operations Manager in the timely and effective implementation of logistic related
• Internal and external audit recommendations in the business unit
• Arrange proper handovers of logistic related matters to the backup staff when going on leave, mission, or leaving the organization

Facilitating and effectively managing logistic matters associated with shipments of goods and distribution of supplies

• Coordinate and supervise the timely customs clearance of Inventories procured by the country office per the applicable procedures
• Team up with the Programme Units and other members of the Operations Department, as well as PSB, in order to ensure timely completion of customs clearance
• Ensure timely coordination of logistics related matters such as obtaining import permits as required, product registrations, arranging waivers, etc.
• Review the OTS and Shipment Tracker data on a regular basis to identify red flags indicative of problems in the processes (e.g., delays in shipments or customs clearance; shipping documents not sent or received; aged in-transit or static inventory; items approaching their expiration dates; missing handover documents) and ensuring adequate remedial actions are timely taken
• Ensure the safekeeping of inventory supplies, management of the warehouses and distribution of supplies and equipment
• Ensure timely distribution of supplies according to approved plans and facilitate the coordination with the Programme Units, the partners and the recipients; swiftly providing copy of the inherent supporting documents for receipts, hand of over and distribution of goods he/she supervises to the Shipment Tracker Focal Point
• Supervise and control the daily logistics operations including cold chain requirements when applicable, storage, transportation and distribution/dispatching
• Under supervision of the Programme Analyst RHCS, he/she assists in the coordination and the monitoring and reporting of last mile assurance activities on goods made available to Implementing partners, participating on
• Spot Checks on goods distributed
• Ensure the timely and accurate recording of all inventory transactions (e.g., physical receipt, put in warehouse, handover and disposals/adjustments) ensuring that the Shipment Tracker accurately reflects all inventories of goods under UNFPA control at all times
• Ensure timely reporting of inventory status, movements and foreseen issues to Programme Units and CO Management
• Ensure that the issues such as missing items/quantities, quality related issues, inventory adjustments that are a result of damage/expiration/theft and other causes are reported on a timely basis
• Lead and coordinate the periodic physical count of inventories items; conduct monthly verification of inventory records in shipment tracker and supporting documentation
• Ensure oversight on all warehouses used by UNFPA Mozambique
• Contribute to the management of UNFPA assets and facilities, including insurance requirements
• Assists the Operations Manager in exercising control of inventories on Warehouses where UNFPA has goods in custody

Collaborating with programme, implementing partners and other UN Agencies, providing technical and advisory support to CO and national systems

• Cooperate with other UN Agencies in knowledge building and knowledge sharing for suppliers’ database and Assessments
• Participates actively in logistics related inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to logistics
• Participate in inter-agency initiatives associated with strategizing the supply chain function of the CO, taking the inputs from the programme leads and the programme interests and promoting logistic harmonization among the UN agencies operating in the country
• Performing other operational tasks when necessary

Requisites

• Advanced university degree in business administration, public administration or a related field. Specialized knowledge in the field of Procurement, Logistics, Quality Management Systems and or Supply Chain, is desirable
• Two years of relevant experience at the national and international levels, in supply, logistics, demand planning & forecasting, contracting & contract management, emergency response, Procurement strategies & procurement policy, and/or other directly- related technical fields is required
• Proven experience (not less than four year) in warehouse management/operation
• Understanding of development and humanitarian work
• Experience in international, public procurement or contracts and supplier management is highly desirable
• Experience with UN Logistics, Incoterms and their use, procurement, finance and contracting regulations and procedures will be a decided advantage
• Experience in the use of softwares for warehouse management
• Experience in the use of software for logistics management
• Knowledge of logistics on health and pharmaceutical products is an asset, especially in regards to sexual, reproductive and maternal health
• Strong analytical and leadership skills
• Proficiency in current office software applications and corporate IT systems, in particular, Excel, required at intermediate level (able to use complex formulas and use of pivot tables)
• Excellent verbal and written communication skills in English and Portuguese
• Languages: Fluency in English and Portuguese is required
• Required Competences:
• Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change
• Core Competencies:
• Achieving results and Being accountable
• Developing and applying professional expertise/business acumen
• Thinking analytically and strategically
• Working in teams/managing ourselves and our relationships
• Communicating for impact
• Functional Skill Set:
• Securing and developing capacities in logistic services
• Managing data, documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking

Notes

• Only shortlisted applicants will be contacted
• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities
• Compensation and Benefits: This position offers an attractive remuneration package including a competitive gross salary plus health insurance, and other benefits as applicable