Logistics/Administrative Associate (FT,G6) -Addis Ababa

Job Description

The Position:

The Logistics/Administrative Associate will be part of the UNFPA Operation Team under the overall direction of the International Operations Manager UNFPA Ethiopia and Supply chain Specialist based in Addis Ababa, S/he will support the supply chain management activities, including pre-shipment arrangements, custom clearance, receiving and inspection procedures, stock verifications, inventory deliveries to Implementing Partners (IPs) and disposals.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in Programme results.
Job Purpose:

You will play an instrumental role in facilitating UNFPA’s country programme and project implementation, supporting design, planning and management, in the areas of population and development, reproductive health and gender.

You will apply established systems and procedures and assist in the creation of knowledge by compiling, synthesizing and analyzing relevant information, developing appropriate mechanisms and systems and ensuring compliance with procedures.

The Logistics and Administrative Associate would be responsible for:

Logistics Support:

• Take responsibility for all downstream supply chain management activities, including pre-shipment arrangements, custom clearance, receiving and inspection procedures, stock verifications, inventory deliveries to Implementing Partners (IPs) and disposals.
• Work closely with the Shipment Tracker Focal Point and the Warehouse Focal Point to reconcile any differences between actual movements of inventories and Shipment Tracker records and support preparation of the inventory certification package.
• Ensure the effective management of UNFPA-provided emergency commodities and SRH supplies, including establishing and maintaining management systems to record, track and report receipt, storage, refrigeration, transportation, distribution and reporting of supplies.
• Provide regular updates on UNFPA’s emergency and SRH supplies for inclusion in UNFPA response plan, SitReps, donor briefings, and donor reports.
• In close coordination with the Humanitarian and Operations team on the ground, ensure UNFPA goods and supplies are secured and properly stored.
• Ensure distribution of UNFPA goods and supplies are effectively managed, monitored, controlled and registered in the system, backed up with a manual copy as needed.
• Establish partnerships with agencies that have broader logistics capacity than UNFPA (WFP, UNICEF, etc.) in order to facilitate movement of UNFPA commodities.
• Liaise with humanitarian stakeholders, such as the Logistics Cluster, to ensure inclusion of commodities specific to UNFPA’s mandate.
• Track the receipt and distribution of all RH commodities and supplies.
• Ensure timely, accountable and cost-effective receipt and distribution of UNFPA humanitarian goods and SRH supplies.
• Guide and oversee performance of support staff and contractors dealing with shipments, importation and customs clearance activities of emergency and SRH supplies.

Administrative Support:

• Assist the Procurement Associate to review the commodity procurement plan of the country office and ensure that in-country regulatory requirements such as product registration, pre-import permit, waiver, etc.; are fulfilled or secured before procurement is initiated.
• Assist the Procurement Associate to attend to procurement and logistics correspondences and documentation concerning RH and other humanitarian / emergency related commodities with UNFPA’s Procurement Services Branch (PSB) and other relevant HQs technical units and local/global forwarding agents and suppliers and ensure that records are properly filed.
• Serve as back-up to the Procurement team.

Qualifications and Experience 

Education:  

• Completed Secondary Level Education required
• First University Degree or Diploma in Accounting, Business or Public Administration, Finance or similar discipline highly desirable

Knowledge and Experience: 

• Six years relevant administrative/logistics management experience in the public or private sector;
• Familiarity with UN administrative procedures and the ability to interpret the rules, regulations and procedures and explain them clearly and concisely is desirable.
• Previous experience in the UN is an advantage.
• Proficiency in web-based systems/ERP (e.g. PeopleSoft), MS Office (Word, Excel, PowerPoint) and other computerized applications required.
• Good writing and communication skills.

Languages: 

• Fluency in English is required and knowledge of other UN  language will be an added advantage

Required Competencies:

Functional Competencies:

• Advocacy/ Advancing a policy-oriented agenda
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Delivering results-based programmes
• Internal and external communication and advocacy for results mobilisation.

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact.

 

Compensation and Benefits 

This position offers an attractive remuneration package including a competitive net salary and other benefits as applicable.

UNFPA Work Environment

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.

Disclaimer 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline ttp://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.