Administration Associate (Logistics Associate)

1. Inventory Management:

Perform all transactions related to warehouses/stores, in accordance with internal procedures of UNOPS:

• Supervises directly or indirectly the contract management, freight, transportation services, including outsourced service providers, client service, conformity with procedures for inventory distribution.

• Ensure inventory materials are tracked from award stage till distribution and handover. This includes but is not limited to freight, customs clearing, transportation, warehousing, distribution and handover.

• Perform the receipt and inspection of goods, verify the accuracy of the information on the UNOPS Purchase Order and the invoice, then prepare the "Reception and Inspection Report" (RIR) for recording them in the inventory system.

• Perform the exit of materials in accordance with the procedures put in place, and record all movements on time in the inventory system.

• Keep a stock account of the stored goods, using a spreadsheet, or using a more developed management system "Warehouse Management System."

• Properly organize the storage of inventory materials accordance with safety standards.

• Regularly carry out the inventory of the goods contained in the warehouses/stores and produce their exact and updated list.

• Evaluate the stock level and notify the appropriate stakeholder of new needs or surplus equipment.

• Accurately retrieve goods from their storage space.

• Supervise loading of items into vehicles for distribution.

• Ensure the safe-handling of all products during picking, loading, discharging and stocking to avoid any damages.

• Assist in keeping the warehouse clean and organized.

• Provide assistance with the actual delivery of inventory.

• Adhere to all policies and procedures 

• Ensure that goods are stored in their proper locations.

• Safeguard goods at all times.

• Supervises external contractor for transportation services, including client service and processing of invoices. 

• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.

• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

The effective and successful achievement of key results by the Inventory and Warehousing Assistant directly affect the overall efficiency of the office’s provision of administrative services, impacting its capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

• A minimum of five (6) years of relevant experience in general administrative, or operations support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (Google or Microsoft) and experience handling web-based management systems is required.
• Experience in use of Enterprise Systems is desirable.