UNDP is hiring a Logistics Associate, NPSA-7 Apply
Job Description
Background
The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so that countries can sustain progress. As the United Nations’ development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals (SDGs).
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In Ukraine, UNDP operates in five programmatic areas of support: government capacities for crisis response and management; sustaining provision of public services; emergency works facilitating return and reconstruction; incomes, livelihoods and the private sector response; and civil society and maintenance of the social fabric.
The war in Ukraine has resulted in significant loss of life; unprecedented displacement, internally and towards neighbouring countries; and devastating destruction of infrastructure. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core engagement is to preserve development gains as fully as possible, and to return Ukraine to pathways towards achieving the SDGs as quickly as possible.
UNDP launched its Resilience Building and Recovery (RBR) framework for Ukraine on 11 April 2022 to immediately respond to the development and humanitarian challenges. The overall objective is to preserve development gains in Ukraine, mitigating risks of descent into a governance and service delivery crisis, embedding activities for recovery from the onset of the humanitarian effort, and facilitating a swift return to development pathways and processes for national attainment of the SDGs.
To this end, UNDP has been engaging in various procurement of items and equipment for the implementation of various projects of Inclusive Development, Recovery and Peacebuilding (IDRPB) Portfolio, including Enhanced Citizen Engagement for Improved Community Security, Strengthened Social Fabric and Increased Stability in Areas Affected by the War in Eastern Ukraine and Beyond, Mobile Service Delivery for Conflict-Affected Population in Eastern Ukraine, Mykolaiv Recovered, Support to the Stabilization and Recovery of War-Affected Communities (Frontline, Return and Hosting areas).
In this context, UNDP is recruiting the Logistic Associate, who will work as a part of Procurement Unit of the IDRPB Portfolio to facilitate the procurement of necessary items and equipment, supporting various projects implemented under the portfolio.
The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation, and abuse.
Duties and Responsibilities
Specifically, s/he will perform the following key tasks:
Provide logistics support through the following actions:
- Monitor the transportation of products purchased under the project;
- Review logistics documentation ensuring that all necessary documents are appropriately filled;
- Ensure timely distribution of shipping documents and related documents to local service providers;
- Ensure all products imported to Ukraine are timely cleared from import by local service providers;
- Ensure timely clearance of the cargo and storage;
- Liaise with focal points to facilitate products receipt, clearance, transportation and distribution (delivery) of products to end users, products registration issues, quality control, etc.;
- Act as a focal point within the project implementation unit for issues related to support and organization of products registration in the country;
- Maintain and improve the supply chain management system and to ensure that accountability to donors and internal stakeholders is met;
- Assist to planning and organization of supply chain;
- Participate in selection of supply chain providers;
- Carry overall responsibility for maintenance of a strong logistics and supply chain management system in the project;
- Ensure that all program’s needs are met through the timely provision of appropriate supplies and other logistical support to all areas of operation;
- Support and ensure the timely clearance from import and delivery of supplies until the moment of right of ownership transfer to ensure that needs are met;
- Maintain adequate documentary evidence as required by UNDP procedures;
- Ensure delivery of products to final destinations until the moment of right of ownership transfer;
- Participate in Receipt and inspection exercises;
- Ensure quality assurance along the supply chain;
- Assist in problem solving, bottlenecks prevention, risk analysis of the supply chain;
- Conduct contract management on every stage of supply chain proactively identifying potential critical parts and making suggestions for improvement;
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Support procurement processes through the following actions:
- Liaise as necessary with the stakeholders of procurement and logistics processes which may include but not be limited to, international and national suppliers, service providers, external bodies and end users as needed along the procurement and supply process;
- Support with preparation of Project Procurement Plan based on the Project Work Plan and its timely and regularly updating according to the project activities;
- Assist project management in preparation/revision of Project Implementation Plan and Project Procurement Plan;
- Prepare and present reports on procurement and logistics;
- Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to Contract Review Committees; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in ERP system (Quantum) of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data;
- Support the Project with procurements of items/services;
- Organize procurement processes including preparation and conduct of RFQs, ICs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations. Support the procurement process to ensure that it is fair, competitive, transparent, ethical and provides best value for money as well as the procurement action is in accordance with UNDP rules and regulations, procedures and instructions;
- Serve as a secretary of the tender procurement processes of the project including: prepare all procurement documents, distribute and present relevant documentation to the members of the committee; coordinate procurement evaluation committee meetings; prepare procurement evaluation committee reports as well as maintain records of all documentation and reports;
- Prepare Purchase orders (POs) and contracts, performance management of procurement contracts. Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched. Ensure timely corrective actions on POs with budget check errors and other problem;
- Review and clear documents related to Micro-purchase Canvass procedure.
Perform administrative functions
- Verify Terms of Reference (TOR)/technical specifications/Statement of Work (SOW) according to UNDP regulations, required evaluation criteria and scoring;
- Provide inputs to the project reports;
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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Competencies
| Core | |
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously: | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility: | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination: | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner: | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
| Enable Diversity and Inclusion: | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy.Look for ways to add value beyond clients’ immediate requests.Ability to anticipate client’s upcoming needs and concerns. |
| Business Management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. |
| Administration & Operations | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| Procurement | Data analysis | Ability to extract, analyseand visualize procurement data to form meaningful insights and aid effective business decision making. |
| Procurement | Data management | Knowledge of processing, storing, and validating procurement data. |
| Procurement | Procurement management | The ability to acquire goods, services or works from an outside external source. |
| Procurement | Contract management | Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. |
Required Skills and Experience
Education:
- Secondary Education is required; or
- Bachelor Degree in Supply Chain, Logistics, Procurement, Management, Economics, Law, International Relations, Business Administration, Political Sciences, Public Administration, Public Health, Social Sciences or other relevant areas will be given due consideration but it is not a requirement.
Experience:
- Minimum 7 years (with Secondary Education) or 4 years (with Bachelor Degree) of work experience and proven track record of managing supply chain, international logistics as well as public or international procurements, inventory process and control of products quality, administration.
- Good knowledge of logistics regulations and procedures at national and international levels.
- Experience in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
- Knowledge of public procurement principles is an advantage.
- Training in logistics and supply chain management is a strong asset.
- Prior experience with the UN Agency or International Organization in the field of procurement and logistics is desirable.
- Familiarity and experience with Quantum or other ERP system would be an asset.
- Procurement Certification is an asset.
Language Requirements: - Fluency in English and Ukrainian is required.
