UNSOMA Logistics Assistant Job

Terms of Reference (Individual Contractor Agreement)

Title: Logistics Assistant

Project: 74988 – Support to AMISOM

Duty Station: Nairobi, Kenya

Section/Unit: Support Section

Contract/Level: Local – Support ICA, Level 4

Duration: 6 months (with possibility of extension)

Supervisor: Head of Support Services.

Closing Date: 7th February 2011

General Background

UNSOMA operates in the North and South Central of Somalia. Its head office I located in Nairobi, with regional offices in Hargeisa, Mogadishu town and in the AMISOM camp. Procurement activities are mostly undertaken from Nairobi and most equipment arrives in Nairobi before being transported to Somalia.

The program is currently widening its activities in Mogadishu in the support of the African Mission to Somalia (AMISOM). In this context, Logistics takes an important role to ensure transportation of equipment and supplies to Somalia and ensuring proper monitoring of assets.

Purpose and Scope of Assignment

Under the guidance and direct supervision of the Head of Support Services, the Logistics Assistant manages and ensures the provision of efficient and timely logistics and transportation support services to UNSOMA.

In the discharge of her/his duties, the Logistics Assistant liaises with the procurement unit, the Project Support Officer, the technical advisors and operations managers in order to ensure consistent service delivery.

The Logistics and Transport Assistant promotes a client, quality and results-oriented approach.

Ensures provision of reliable logistics support and asset management:
• Recording assets in the relevant database for all Nairobi assets
• Preparing asset transfer document for all assets that are sent into Somalia
• Carrying out periodical stock taking of all the items in transit store and be the key-holder of the transit store (shipping container).
• Assistance in the preparation of accurate inventory lists and adequate property records for the Program.
• Careful monitoring of the movement of equipment into and within the area of responsibility;
• Under supervision of the Project Support Officer assist in the implementation of an equipment management system (WASP) for all equipment and properties managed by the office, in accordance with UNOPS equipment policy;

Expedition/Freight transport:
• Receive goods and prepare the Receipt and Inspection Report (RIR) for all items received in Nairobi Office
• Prepare the necessary documents for timely and effective customs clearances of imported goods
• In charge of preparing packing lists and shipping documents
• Coordinate and supervise loading of cargo
• Prepare a monthly report of the shipped items
• Ensuring cleanliness, hygiene, safety of the storage system in place and is up to the required standards.

Logistics Administration:
• Applying an administrative check on all invoices related to logistics activities (making sure they carry the PO reference number that matches with the deliveries and PO content) before presenting invoice for payments.
• Photocopying of purchase files before presenting invoices for payment
• Maintaining the logistics office paper filing system and ensuring all documents are correctly filed
Communication and knowledge sharing:
• Participation in the trainings for the programme, operations and projects staff on logistics and transport related subjects.
• Sound contributions to knowledge networks and communities of practice.
• Establish and ensure effective working relationship with all staff
• Ensure effective working relationship with counterparts, contractors, technical and service departments in Nairobi and Somalia.
Monitoring and Progress Controls

Asset Management:
• an effective asset management system is in place which allows tracing an monitoring of all assets
• New assets and handovers are recorded
• Stocktaking carried out at least twice yearly.
Expedition/Freight:
• Cargo clearances are done without time delay (no storage charges due to late application)
• Cargo arrives in Mogadishu without delays
• RIR are prepared in timely manner to allow payment
Logistics Administration:
• Files are correctly marked and in order
Communication and knowledge sharing:
• Continuous training
• Participation in the COP

Qualification and experience

Education (Level and area of required and/or preferred education)
• Secondary education as requirement.
• Specialized certification in related field.
• University degree desirable.
• Knowledge of computer and other office equipment.

Language: Fluency in written and oral English and Swahili required.

Work Experience

Required:
• 3 to 5 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.
• Ability to work with computer and office software packages (MS Office 2007) and knowledge of spreadsheet and database packages.
Desirable:
• Experience with ERP system ATLAS
• Knowledge of asset management systems (e.g. WASP)
• Experience of UN asset management rules

Key competencies (technical knowledge, skills, managerial competencies or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies).

Knowledge Management and Learning
• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
• Organized, attention to detail, able to prioritize and process large volume of work
• Ability to interact and communicate within a team and with clients
• Keen sense of ethics and integrity in dealing with clients and service providers.
• Demonstrated behaviour of professional and personal ethics, transparency and openness.

Self-Management
• Focuses on result for the client and responds positively to critical feedback and different points of view
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
Submission of Applications

Qualified candidates may submit their application, including a letter of interest detailing suitability and relevant experience, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), via e-mail to somaliamineaction@unops.org.

Indicate the vacancy number and the post title in the subject line when applying by email.

Additional Considerations
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post.
For more information on UNOPS, please visit the UNOPS website at www.unops.org

* The contractual modality will depend on the selected candidate’s qualifications, experience and current/previous contractual status with the UN.