Logistics Specialist

Details

Mission and objectives

The Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Context

UN-OCHA Regional Office for the Middle East & North Africa was newly established in 2023 in Amman, Jordan, and covers in varying scopes the MENA region, including Jordan, Syria, Lebanon, Occupied Palestinian Territories, Iraq, Iran, Yemen, and Libya. This UNV assignment will contribute to the work of the Administration Unit, which provides support to the Regional Office (RO), Country Offices (CO), and Humanitarian Assistance Teams (HAT) in the region, on policies, procedures, and processes in the management of human resources, budget and finance, acquisition and contracts, facilities and property, travel and transportation, and information and communication technology. The Unit goals are to put in place procedures and carry out transactions in compliance with UN regulations and rules, provide quality and timely administrative and logistical support and reporting, and ensure that resources are accurately accounted for and utilized efficiently. National UN Specialist Volunteers in Jordan are entitled to: • Monthly Volunteer Living Allowance (VLA) at the amount of JOD 1,068.5; • Annual and learning leaves; • Free Medical and life insurance; and • Free access to different learning platforms. For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service

Task description

Under the direct supervision of the Administrative Officer, the Logistics Specialist is expected to assist the Administration Unit in putting new systems in place for the management of OCHA ROMENA facilities and fleet. The UNV Logistics Specialist will also be required to liaise and engage with authorities on protocol matters, including preparing relevant documentation and correspondence. The UNV Logistics Specialist will perform the following tasks: Fleet Management • Prepare, test, roll out, and evaluate the OCHA Driver’s app into full operation, including liaising with developers for bug fixes, broadcasting to staff, and training users. • Establish standard operating procedures (SOP) for fleet management in English/Arabic for OCHA ROMENA, by adapting OCHA guidelines and incorporating adapted relevant elements from the Department of Operations Surface Transport Manual. • Establish a road safety manual by adapting the UN Security Management System road safety manual in English/Arabic for OCHA ROMENA. • Establish a Driver’s Handbook by adapting the Department of Peacekeeping Operations Driver’s Handbook in English/Arabic for OCHA ROMENA. • Establish an SOP on road accidents and incident/accident reporting. • Review current fleet operations, identify gaps in efficiency and non-compliance with UN policies, and establish new control mechanisms, accordingly, including management of dispatch operations, drivers’ schedules, workload, overtime, vehicles, fuel, and repairs and maintenance. • Establish vehicle inspection reporting and yearly maintenance plan. • Review with all UN entities in Jordan their long-term agreements for vehicle maintenance and repairs. • Enhance and maintain the fleet management database for km driven, fuel consumption, repairs, and maintenance by vehicle as well as drivers’ workload and overtime statistics. • Liaise and engage with authorities on the feasibility of switching all vehicles to diplomatic plates and streamlining periodical registration and insurance processes. • Run daily dispatch and logistics operations and coordinate with other country offices for border movements. Facilities Management • Assess the premises for needed repairs and maintenance, environmental impact reduction, disability-friendliness, and overall amenities, and provide a detailed report on the feasibility and estimated costs of recommendations. • Implement approved enhancement projects, including providing scopes of work, bills of quantity, and technical specifications for the procurement of services and supervising contract implementation after award. • Collaborate with interior designer and landscape architect on the façade and interior enhancements. • Establish a system for facilities management and monthly inspection of premises. • Assist in the property inventory and barcoding, including for assets, furniture, and serialized equipment. • Review space allocation based on office restructuring and implement organized and timely relocations. • Carry out a preliminary market survey for new premises, including establishing estimates for enhancements and relocation. Protocol • Draft correspondence and requests to government departments, ministries, or consulates, and liaise and follow up thereafter on various processes, including visas, residencies, licenses, and privileges, goods imports, vehicle registration, airport and lounge facilities, special diplomatic accesses, tax exemptions, etc. • Collect copies of official documents and establish a protocol database with alarms for the expiry of travel documents, residencies, admin cards, vehicle registration, etc. • Establish SOP for protocol processes.