United Nations Office for Project Services (UNOPS) Jobs - Logistics and Procurement Assistant

Job Title:  Logistics and Procurement Assistant

Organisation: United Nations Office for Project Services (UNOPS)

Vacancy Code: VA/2015/B5001/7103

Duty Station: Entebbe, Uganda

Grade Level: LICA-5

Reports to: UNMAS Logistics Officer

About UNOPS:

United Nations Office for Project Services (UNOPS)’s mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

About UNOPS PSC:

The UNOPS Peace and Security Cluster (PSC) within the Global Portfolio Services Office is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Job Summary: The UNOPS Logistics Assistant will be responsible for allLogistics and Procurement activities as requested by Mine Action Programmes and coordination of multi programme logistic support in Entebbe Support Base.

Key Duties and Responsibilities: 

1. Logistics:

• Render support in arranging for clearance of the consignments(Tax Exemption Certificates, Customs clearances and necessary permits).   
• Conducting Receiving Inspection Report (RIR), Inventory, storage arrangements, record keeping and disbursement of office and project equipment/supplies in accordance with UNOPS rules and regulations.
• The incumbent will ensure all stores and equipment’s held by each project activities are stores safely, correctly and securely.
• Update the database of the stock and packing lists on a daily basis.
• Update and maintain files and tracking sheets for Cargo Movement documentation.
• Actively coordinate and liaise with internal and external parties regarding the control and movement of equipment coming into and out of the country
• Coordinate and follow up with CMR (Cargo Move Requests) for all equipment being sent or received from various regions.
• Serve as a focal point for electronic service and support requests within the UN Field Support Suite (MOP, CMR, E-requests and ICT service requests).
• In charge of the management and responsibility of the MONUSCO owned vehicle, allocated to the UNMACC, ensuring all applicable UN transport rules and regulations regarding usage are adhered to
• In charge of the identification of maintenance needs of office building (s) premises, vehicles, furniture, equipment’s and utilities, and prompt reporting of said needs of the supervisor.
• Establish and maintain good relations with relevant departments within the RSCE support base. 

2. Procurement:

• Works closely with the Logistics Department at HQ level to determine equipment purchase requirements for local and international procurement, to be made from the Entebbe office.
• Support the Logistics Officer in the evaluation of the equipment procurement and supply requirements, compile information and help determine the most efficient economical mode of procurement/delivery
• Research, establish and develop a comprehensive vendor/supplier list for local and international procurement.
• With strict adherence to UN/UNOPS financial and procurement rules and regulations, receive quotations from local and international suppliers; prepare an analysis of quotations; make recommendations to HQ, to award a contract and/or purchase order
• Ensure receipt and inspection reports are completed upon receipt of goods; prepare and coordinate onward transportation and delivery and handover vouchers, as well as report all changes to the Logistics section at HQ level for inventory update purposes, in a timely manner.
• Assists in local procurement areas such as obtaining quotation, interact with the suppliers and end-users about the quality/quantity, specifications and delivery time warranty coverage of the goods prepare cost comparative analysis and raise requisitions and purchase orders.
• Responsible for the day-to-day management of petty cash allocated to the mine action office, Entebbe; making routine payments, book-keeping of expenditure, routine monthly financial reporting to HQ, all with strict adherence to UNOPS financial rules and regulations
• Assist with requests for ID cards for staff and contractors moving through the Entebbe Support Base.
• Support colleagues transiting through Entebbe with UN flight requests (MOP), hotel reservations, airport pick-up and drop-off, acting as lead focal point when required.

3. Monitoring and Progress Controls:

• Provide weekly summary of activities in process.
• Ensure the timely delivery of assigned tasks is required.
• Produce accurate monthly/quarterly Asset and Inventory reports for each program/project assets stored in Entebbe Support Base.
• Timely and efficient servicing of requests and processing transactions affects the teams overall ability to deliver quality services to clients.
• Ensure all Projects Assets are properly recorded and final asset andinventory report is prepared for closeout of project.
• Ensure the assigned tasks are delivered according to UNOPS procedures to meet the organization’s requirements.

Qualifications, Skills and Experience: 

• The ideal candidate for the United Nations UNOPS career opportunity should have attained a High school diploma. Possession of a Bachelor degree in Business Administration, Public Administration or related field is highly desirable.
• At least five years’ experience in a related field if you hold a diploma or one year in a logistic and / or procurement role if you hold a degree
• Possession of Prince 2 Foundation certification will be considered as an asset.
• Past experience working in UNOPS and /or any other UN Agency is an asset.
• The applicant must also hold a valid national driver’s license with experience in driving manual gear shift vehicles and 4x4 SUV, and be able to pass the UN driving test.
• Ability to lift/move boxes and equipment weight min. 20kg
• Possess  a valid passport and ability to travel as required.
• Fluency in spoken and written English; Local Language, knowledge of French is an advantage.
• Working knowledge of ATLAS asset and inventory module will be considered an asset.
• Knowledge of UN rules and regulations will be considered an asset.
• Computer literate, thorough knowledge of MS Office and other computer software applications and office equipment’s in use.

Language requirements: Fluent English (written and spoken)

Personal Competencies:

• Communication skills
• High team ethic
• Skills in Planning and Organization
• High degree of accountability
• Creativity and innovation
• High Client Orientation
• Commitment to Continuous Learning
• Technological Awareness

How to Apply:

If interested in this job opportunity, please click on http link below to visit website and create profile or express interest if you already have a profile on the UN system

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Deadline: 8^th April 2015