Logistics and Administrative Associate GS6 (m/f)

Duties

Logistics Management

• Assist all relevant CO teams in defining, planning and costing their logistics needs in accordance with the approved Annual Work Plans on a yearly basis
• Take responsibilities for tracking, receiving of UNFPA-procured cargoes and process customs clearance formalities, including necessary correspondence and communications with related Government authorities, implementing partners and appointed customs clearance agents and transportation/carrier companies, and prepare receiving and inspection reports in accordance with the relevant UNFPA’s Inventory Policy
• Supervise the delivery of the cargos to the warehouses and maintain the inventory management and classification system for the UNFPA warehouse, as applicable
• Manage the distribution of medical equipment and contraceptive supplies among NGOs and Government counterparts, collect related documents
• Support monitoring missions to project sites and assist in assessment and collection of inventory data from project sites
• Supervise the UNFPA drivers and oversee and coordinates the delivery of transport services
• Monitor the maintenance of Vehicle Daily Logs and Vehicle History Records, ensure the timely maintenance and servicing of the vehicles fleet and ensure that the entire fleet is always kept in a ready-to-go mode, including compliance of safety and security requirements
• Perform other related duties as assigned

Asset and Inventory Management

• Ensure the receipt, storage and distribution/delivery of equipment and assets
• Manage and safeguard the integrity of the UNFPA equipment and assets
• Maintain and manage the asset register, including yearly certification
• Maintain and update Assets Custody forms
• Maintain and monitor assets per location and assets per custodian lists
• Ensure appropriate recording and reporting of fixed assets/inventory as per the UNFPA guidelines
• Manage the repair process for assets to ensure that control of assets can be maintained (in terms of which assets leave the building)
• Check when equipment is due for replacement and manage the disposal of such equipment and perform the related administrative processes and formalities
• Fully comply with established policies, procedures and guidelines and ensure that handover, transfer, write-off and disposal of assets/inventory are processed in accordance with UNFPA rules and regulations

Administrative Support

• Perform functions of Travel Focal Point, including: make arrangements for the issuance of official travel air tickets, rental of vehicles, processing of travel per diem, liaising with travel agencies and car rental companies, issuance of Purchase Orders, and other travel related activities; all of the above based on previously approved travel authorizations
• Fulfill necessary responsibilities related to travel, accommodation and visa processing for visiting consultants and staff/visitors on official missions, maintain necessary contacts with relevant officials at the Ministry of Foreign Affairs and Migration Office, and facilitate immigration and customs formalities, meet arriving officials and delegations at the airport
• Provide full range of administrative/logistics support for planning, securing and implementing necessary arrangements for programme-related activities and events, e.g. rental of premises, procurement or rental of required equipment and supplies, organization of simultaneous interpretation services to support these events, securing accommodation for and timely transportation of event participants, etc.
• Process requests from staff for office supplies and services and arrange distribution, maintain office supply inventory and ensure safe secured physical storage, receive and verify all deliveries against packing slips and/or purchase order
• Store items and/or advise concerned staff of its receipt, alert the Procurement Associate of any discrepancies or disparities that may arise
• Verify invoices charged to CO based on received items or services
• Do monthly reconciliations of outstanding transactions shown in the financial corporate system (requisitions and purchase orders) and take timely corrective actions
• Manage, supervise and coordinate all operational maintenance, repairs and enhancements requests of office premises, including liaising with contractors and utilities suppliers, overseeing the work being performed, receiving, recording, dispatching to the concerned supplier and delivery to the concerned unit and/or project, as applicable
• Serve as back-up to the Procurement team
• Supervise clerical staff
• Perform other activities that are required to ensure prompt and efficient response to client requests

People Management & Leadership

• Provide information, technical advice and guidance on all aspects of logistics and asset management activities, processes and procedures in relation to UNFPA business practices, liaising and advising on best practices as necessary in-house as well as with external stakeholders
• Provide procedural advice and training to project staff on procurement procedures, preparation of necessary inventory reports and vehicle records as per required Rules and Regulations
• Design and deliver training on asset management and logistics training
• Exchange relevant information and maintain an open line of communication with colleagues and external clients
• Actively participate in CO and Operations team meetings
• Other: Undertake other related duties assigned by the supervisor and/or Representative

Requisites

• Completed Secondary Level Education required
• First university degree or diploma in accounting, business or public administration, finance or similar discipline highly desirable Six years of relevant administrative/logistics management experience in the public or private sector
• Familiarity with UN administrative procedures and the ability to interpret the administrative and personnel rules, regulations and procedures and explain them clearly and concisely is desirable
• Previous experience in the UN an advantage
• Proficiency in web-based systems/ERP (e.g. PeopleSoft), MS Office (Word, Excel, PowerPoint, etc.) and other computerized applications required
• Knowledge of web-based Assets Management application is an asset
• Good writing and communication skills
• Fluency in English and Portuguese is required

Notes

• Only shortlisted applicants will be contacted
• Please note that this vacancy is open only to nationals of Mozambique