Logistics Associate

The United Nations Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support, and oversight of the security management system to enable the safest and most efficient conduct of the programs and activities of the United Nations System.

The headquarters of UNDSS is located in New York and has operations in more than one hundred countries.

UNDSS Ethiopia is supporting the UNSMS in country through security advice and guidance to enable the conduct of operations in the safest way possible.

The Logistics Assistant will work in the Security Information and Operations Center (SIOC). UNDSS will implement the Local Cost Shared Security Budget (LCSSB) to fund this post.

Duties and Responsibilities

• Under the direct supervision of the Field Security Coordination Officer (FSCO), the Logistics Associate will perform the following duties:
• Provide specialized support to logistics operations and activities, following standard processes and contributing, directly or indirectly, to the effective delivery of security related logistical requirements to all UNDSS locations countrywide.
• Coordinate requisitioning and ensure timely delivery of commodities and supplies to authorized partners and destinations.
• Manage logistics vendors’ contracting activities including performance monitoring and measurement.
• Support gathering market intelligence, vendor assessments (i.e., transporters, retailers) to support vendor selection process.
• Identify, resolve and/or provide recommendations on specialized queries/requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of enquiries with excellent client service mind-set.
• Prepare, monitor, and revise budget for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards.
• Monitor inventory management processes to track trends and account for the inventory status from source to beneficiary.
• Support oversight for commodity accounting data quality and integrity.
• Analyze operational pipeline and contribute to assessments and operational planning for all delivery modalities, to ensure that supply chain requirements are taken into consideration.
• Manage documentation processing for execution of logistics operations (i.e. customs clearance, invoice verification), take appropriate actions to resolve operational issues escalating complex issues to the supervisor.
• Perform research, collect data and conduct analysis, produce reports (i.e. financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems to enable informed decision-making.
• Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines for all assistance modalities.
• Support logistics emergency preparedness and response activities including Logistics Capacity Assessment and Contingency Plan update, to support UNDSS’s response in emergencies.

Assists the CSA/DSA/FSCO in collecting, updating, and communicating logistical requirements and information in the country:

• Provide assistance as appropriate with the host government security organizations, vendors, and/or personnel, including national and local provincial authorities, military, and police officers, as well as non-governmental organizations and other non-State actors in the area of operation to provide any and all logistical support.
• In coordination with his supervisor, communicates information on logistical requirements to the heads of United Nations agencies and provides advice and modality of providing logistical support.
• Maintains regular contacts with national and local provincial authorities, military, and police officers, as well as non-governmental organizations, other non-State actors and UN agencies to provide logistical support of UNDSS.
• Provide technical and logistical assistance for all UNDSS meetings, trainings, and events.

Assists with acquisition of goods and services of UNDSS:

• Identifies the logistical needs and requirements of UNDSS countrywide and assists with identifying vendors, obtaining quotations, and advising/assisting with having the procured requirements delivered to where they are required.

Assists in maintaining the vehicle fleet and provision of fuel:

• Responsible for ensuring that all vehicles that make up the UNDSS fleet are in good working order and that maintenance is conducted in a timely manner, in accordance with the vehicle maintenance schedule.
• Ensures that vendors are authorized to conduct vehicle servicing for UNDSS and initiates the registration process for unregistered but potential service providers.
• Liaising with UNDP to ensure that fuel coupons and/or the provision of fuel is readily provided to all areas where UNDSS has a presence and works with other UN Agencies to ensure that the provision of fuel is provided in areas not available locally through the creation of Service Level Agreements (SLAs).

Asset Management and disposal of equipment. 

• Maintains the asset records of UNDSS and all equipment, conducts necessary inventories and produces accounting records, to assist in the verification of assets.
• Identifies assets that are no longer required or have reach their End of Life (EOL) and initiates the disposal process and follows the entire process until completion.
• Prepares the necessary documentation for any lost, stolen, or misplaced assets and liaises with the relevant internal parties, in accordance with the relevant SOPs, to have such incidents investigated and a case file created documenting the nature of the incident.
• Provides all other asset related requirements, as necessary and instructed.

Provides general administrative assistance to the CSA/DSA/FSCO:

• Maintains routine and confidential correspondence files/documents.
• Maintains a database on contact details in relation to host country logistical authorities.
• Conduct Logistical Training for UNDSS staff.
• Liaises with the host government regarding any logistical requirements, (i.e. visas, resident IDs, Note Verbales, etc.)
• Performs any other logistical-related tasks assigned by the CSA/DSA/FSCO.

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

• Technical: Logistical advice, planning and coordination – Ability to provide with authoritative advice and guidance on logistical management, plan and coordination of logistical activities.
• Technical: Logistical and asset policy awareness & implementation –   Knowledge of logistical and asset policies and the ability to apply to strategic and/or practical situations.
• Function: Communication:
  • Ability to communicate in a clear, concise, and unambiguous manner both though written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communication internally and externally, through media, social media, and other appropriate channels.
• Function: Project Management – Ability to plan, organise, priorities and control resources, procedures and protocols to achieve specific goals