Senior Logistics Associate, G-7 at UNICEF

Supply Chain Service Delivery and Response

• Planning:
• In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans. Participate in the forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose and end-user verification/monitoring of products and services.
• Support supply and logistics emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Procurement and Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.
• In-country logistics: (specialized)
• Provide input on the logistics component of the supply plan, logistics costs calculations, including advising on infrastructure constraints (transport options) and different delivery mechanisms. Keep track of demurrages and detention charges. Negotiate with transporters for waiver of demurrage/detention charges whenever required. Calculate budget requirements for various delivery modalities and ensure establishment of budget with the colleagues from the respective programme sections.
• Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
• Provide specialized support in the area of logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and support contracting of such service providers including establishment of KPIs and performance monitoring mechanisms. Liaise closely with service providers to ensure smooth flow of supplies into the country and through in country logistics delivery modalities.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.
• Prepare dispatch and acknowledgement reports. Monitor dispatches to track trends and account for the dispatches status from source to beneficiary. Carry out regular review of dispatches and prepare documentation required where complexities arise during dispatch processes 
• Warehousing and inventory management: (specialized)
• Manage UNICEF central and peripheral warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls).
• Maintain appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.
• Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space. Supervise receipt of consignments and dispatch of supplies.
• Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee.
• Support Warehouse and Inventory assessments and capacity building of partners and counterparts
• Alternative delivery mechanisms and procurement services:
• Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under Harmonized Approach to Cash Transfers (HACT).
• Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
• Facilitate Procurement Services (PS) transactions in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies. Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with COs with regard to partnership requests and negotiations as required.
• Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction.
• Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.
• In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.
• Partnership, coordination and collaboration:
• Support effective working relations with other agencies, local authorities and implementing partners through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common LTAs, bulk procurement, etc.).
• Support national emergency logistics coordination structures and ensure alignment of UNICEF supply contribution and technical assistance with processes, systems and principles established under the same.
• Supporting in designing and delivering training, capacity building for external IPs (PCA partners, government counterparts, etc.) and internal stakeholders.

Other duties/responsibilities:

• In cases where the incumbent has managerial responsibility of lower-level GS staff, the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met.
• Provides practical input on implementation of guidelines in the area of supply and logistics, in close coordination with the supervisor and/or Dep Rep Ops.
• Supports supervisor and eventually Dep Rep Ops, and updates staff on supply and logistics policies, procedures rules and regulation. Implements the appropriate application and interpretation of S&L rules, regulations, policies and procedures.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on supply and logistics matters as required.
• In collaboration with supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.

Education: 

• Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, logistics, business administration, contract/commercial law, or another relevant technical field.

Experience:

• A minimum of 7 years of progressively responsible experience in supply chain management or a commercial context is required.
• Understanding of development and humanitarian work is an advantage.