Background Information - Job-specific

UNOPS ETMCO is recruiting for this position: Logistics Assistant - Retainer based in Addis Ababa, with frequent travel to various locations in regions of Ethiopia

Qualified women and candidates from groups that are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

This is a local position and is hence open to Ethiopian nationals only.

UNOPS strategy for Ethiopia Multi-Country Office is aimed at providing support to the Government and people of Ethiopia, Sudan and Djibouti through the delivery of projects and services in line with the government’s own priorities and under the UN Delivery as One initiative. The UNOPS Ethiopia Multi-Country Office (ETMCO) has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been appointed as the implementation agency. At present, UNOPS ETMCO is implementing and negotiating a number of projects in a range of sectors including infrastructure development, Procurement Support to Government Ministries and other UN agencies and HR support to UN agencies. The functional objective of UNOPS ETMCO is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Ethiopia and the donor community, where capacity building is always considered and encouraged.

Under the guidance and direct supervision of the Logistics Specialist, the Logistics Assistant is responsible for the effective support of logistics operations reflecting best practices in international public procurement, compliance with UNOPS procurement rules and regulations, appropriate risk management and obtaining the best value for money. Maintaining the highest degree of personal and professional ethics, the Logistics Assistant maintains a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

Functional Responsibilities

The Logistics Assistant will be responsible for the below-listed duties

• Liaise with the Logistics Unit for purchase orders, shipping documentation, and waybills.

• Receipt of goods and equipment on behalf of partners, inspection, and report preparation.

• Ensure any discrepancies are fully investigated and resolved using the Loss and Damage process.

• Liaise with the Procurement and Logistics team to receive documents of the incoming shipments from freight forwarders.

• Support in the organization of shipments, customs clearance arrangements, and preparation of documents for incoming shipments (received/sent).

• Implement follow-up actions, address delays, and bring them to the attention of the supervisor.

• Follow up on customs clearance for air, road, and sea shipments arriving in Ethiopia for different partners.

• Liaise with respective partners/custom clearing agents to get clearance letters and approvals on time before the arrival of shipments in the country.

• Ensure timely receipt of clearance letters from partners and delivery of goods.

• Follow up on the transportation of goods from the airport and seaport to final destinations.

• Carefully monitor the movement of equipment into and within the area of responsibility.

• Maintain a log of all delivered cargo/shipments and support in developing a tracking system to assist the supervisor in following up on pending issues.

• Ensure all damaged goods in transit are reported to the freight forwarder and project manager in a timely manner.

• Assist with the preparation of reports, tables, and charts, etc.

• Apply technical skills and knowledge in formatting and presentations, ensuring appropriate presentation style and accuracy of information.

• Conduct routine follow-up actions on deliveries and the supply chain on behalf of the supervisor, and inform him/her of the status.

• Prepare letters, memorandums, faxes, emails, etc.

• Monitor progress and liaise with vendors during the entire procurement and supply chain cycle, including investigation and resolution of post-order problems and preparation of progress reports on procurement and supply chain matters.

• Ensure Receiving and Inspection Reports (RIR) or relevant certificates are timely received once goods are delivered.

• Other tasks are assigned by the immediate supervisor or Head of the Unit.

Impact of Results 

The key results of the Logistics Assistant directly affects the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contributes to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Job Requirements:

Education/Experience/Language requirements

Education

• High school completion is required.

• A Diploma or a first-level university degree (Bachelor’s) in Logistics, Procurement, Management, or administration is an asset and may substitute for some of the required work experience.

Experience

• A minimum of four (4) years of experience with high school completion, two (2) years of experience with a diploma, and one (1) year experience with a bachelor’s degree, working in areas such as logistics, procurement administrative support, facilities management, or related fields is required.

Language 

• Fluency in written, spoken, and reading English is required.

• Knowledge of another UN official language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA/ICS -4 Retainer

Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance: One year initially, renewable subject to satisfactory performance and funding availability'

Competencies

•  Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as a positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Open to change and flexible in a fast-paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups that are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation

How to Apply

Interested and qualified applicants can apply online using THIS LINK