Logistics Assistant – Retainer, Multiple positions

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 governments’ 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.

• 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 assigned by the immediate supervisor or Head of Unit.

• 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

Language 

• Fluency in written, spoken, and reading English is required.
•  Knowledge of another UN official language is an asset.