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Supply Chain Management Senior Assistant (Retainer)

Nairobi (Kenya)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Nairobi (Kenya)
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Procurement
    • Logistics
    • Supply Chain
    • Documentation and Information Management
    • Administrative support
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-30

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Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.  

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.

Functional Responsibilities

• 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

• Confidentially managing, filing and organizing logistics documentation in accordance with UNOPS    processes and procedures,

  • 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.

Education

  • 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.

Experience

  • 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.

Languages

Fluency in written and oral English is  required.  Knowledge of the second UN working language is desirable.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type:Local Individual Contractor Agreement
Contract level: LICA 5
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability'


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 


This is a local post. As such, it is only open to Kenyan Nationals or persons with valid residence permits.

This position is based in a family duty station

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Kenya Multi Country Office (KEMC)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC/East and Southern Africa sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, other UN partners, development banks and funds. The multi-country office also supports multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Mozambique, Zimbabwe, Zambia and Eritrea. The Nairobi based Technical Services Unit provides UN/OPS and external partners infrastructure assessment, planning, design, feasibility and safeguards services.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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