Supply Chain Management Senior Assistant (Retainer) at United Nations Office for Project Services (UNOPS)

The Supply Chain Management Senior Assistant -Retainer reports directly to the procurement manager. The purpose of this role will be to provide support to the Logistics function at KEMC with regards to the entire importation and distribution of purchased goods to the respective projects on a timeouts cost effective basis. To ensure that all relevant and required documentation related to capital acquisitions for projects that are imported is managed effectively and completed accurately and in accordance to UNOPS’s processes and procedures.

• Support Hub logistics function with the required logistics activiti...
• Support Hub logistics function with the required logistics activities and associated process,

• Provision of reliable logistics support and asset management
• Management of transport and technical services
• Support to knowledge building and knowledge sharing
• Support Hub Procurement function with the required logistics activities and associated process,
• Confidentially managing, filing and organizing logistics documentation in accordance with UNOPS processes and procedures,
• Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.t.c. as required,
• Perform standardized processes and activities to support effective, efficient shipment planning and execution;
• Organize for transportation of purchased goods,
• Monitor shipments within a geographical area at load and discharge ports, and regularly update corporate systems, record shipment progress and identify and escalate any issues;
• Identify and address any barriers that might impact on efficiency of the logistics activities that support the projects,
• Administer contract performance, including delivery, receipt, warranty, damages and insurance,
• Reconcile and resolve any value discrepancies
• Review and approve shipment and documents from suppliers according to agreed INCOTERMS
• Arrange, track and keep track of all inbound courier whenever required
• Maintain and develop the relationship with existing freight forwarders with main focus on flawless and swift transport keeping a tight control on timely delivery
• All other duties that might be assigned from time to time by the supervisor,
• Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.tc. as required,
• Raise Purchase Orders and verify invoices, following UNOPS financial processes and procedures and updating and ensuring the corporate systems are updated at all stages, to support the planning and settlement of shipments;
• Research collate and present information in standard formats (e.g. corporate reports, internal performance reviews, supplier reviews), to enable informed decision-making by projects and other units , and consistency of information presented to stakeholders.
• Update and maintain relevant databases and records, ensuring that relevant information (regarding contracts, shipments, payments, pipeline, et,) is accurate, organized, available for others to access, and support reporting requirements;
• Support risk mitigation activities by checking and verifying shipment data and documents, identifying and highlighting any issues to a Shipping Associate or Procurement
• Respond to a variety of queries and requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries;
• Work with internal counterparts to support the alignment of shipping activities with wider programmes and effective and coherent Supply Chain arrangements;
• Provide technical inputs to process reviews and improvements in methods and practices used within shipping, to maximise the efficiency and effectiveness of the service;
• Provide support and guidance to other staff, to assist them in completing standard tasks to agreed standards and deadlines;
• All other duties that might be assigned from time to time by the supervisor,

Impact Of Results

The key results have an impact on the execution of the logistics, transport and technical services in terms of timeliness, cost-effectiveness and quality of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider.

Secondary education is required. Technical Diploma in Supply Cha...

• Secondary education is required.
• Technical Diploma in Supply Chain management or Logistics qualification is desired.
• Bachelor’s Degree in Procurement, Supply Chain management or Logistics qualification is an added advantage.
• At least five years’ experience in one or more of the logistics and ancill...
• At least five years’ experience in one or more of the logistics and ancillary sectors; port operations, shipping, clearing and forwarding, large scale road/rail transport and distribution management is required.
• Experience in preparing and monitoring of budgets/resource plans/pipelines/supply chains is desired.
• Knowledge of freight forwarding and customs clearance activities is desired,
• Vast knowledge of customs documentations is desired,
• Knowledge of Procurement processes and procedures is desired,
• Valid driver’s license is desired,
• Experience using and maintaining supply chain databases to monitor on-going contracts, shipments, payments, pipeline information, insurance claims against set KPI’s is desired.
• Experience in coordinating with Country Offices and other supply chain actors to support Sea, Air and Road transport contracting operations is desired.