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Logistics Assistant

Brindisi (Italy)

  • Organization: UNGSC - United Nations Global Service Centre
  • Location: Brindisi (Italy)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Logistics
    • Supply Chain
    • Administrative support
  • Closing Date: 2021-05-13

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Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world.

This position is located in the Planning Support Unit / Global Asset Management Cell, Supply Chain Service, based in the United Nations Global Service Centre (UNGSC) in Brindisi. The incumbent will report to the Logistics Officer.

Responsibilities

Within delegated authority, the Logistics Assistant will be responsible for the following duties:

SUPPLY:
•Maintains database used by Department of Peacekeeping Operations (DPKO) and field missions to monitor mission specific and Systems Contracts reports.
•Acts as focal point for the production of field mission cost estimates.
•Maintains supporting files and database with respect to Supply section Letters of Assistance (LOA).
•Controls and manages supply related items requisitioning and delivery.
•Records contract actions and monitors activity. This includes coordinating with missions on delivery schedules, follow-up and receipt of Receiving and Inspection (R&I) Reports, verification of invoices against R& I reports, recording contract status at all stages of processes.
•Manages and maintains records of the procurement thresholds set for each contract.
•Initiates requisitions when required, records deliveries, progressive funding and expenditures, liaises with missions on receipts and associated actions.

TRANSPORT:
•Manages and maintains records of the direct provisioning process.
•Assists in the execution of technical evaluations for long and short-term contracts.
•Create Stock Transport Order (STO) in SAP/ERP Umoja for Strategic Deployment Stock (SDS) and Inter-Mission Transfers.
•Assists in managing transport-related items requisitioning and delivery.
•Logs all actions in the Transport (TPT) tracking system, in terms of inter-mission’s transfer, steps taken to resolve a problem or to complete a task, problems encountered current status, etc.
•Works in close collaboration with the Central Maintenance and Repair Unit (CMRU) to ensure that the UN-Reserved Assets are refurbished, and SDS assets are maintained and ready for deployment.

GENERAL:
•Prepares requisitions and enters Umoja data to initiate requisition process. Provides updates of requisition status on a regular basis.
•Maintains, updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and invoice actions.
•Prepares relevant Letters of Assistance (LOAs) and obtains the funding certification.
•Assists with the preparation of presentations to the Headquarters Committee on Contracts for Local Committee on Contracts (LCC) supply and transport/vehicle related procurement action beyond the financial delegation of missions.
•Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.
•Performs other duties as required.

Competencies

Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

High school diploma or equivalent is required.

Work Experience

Five (05) years of experience in supply management, contracts administration, logistics or related area is required.
Experience in the use of an Enterprise Resource Planning (ERP) System is required.
Experience in the management of transport related commodity is required.
Experience within the UN common system or other similar international organization is desirable.
Experience in the requisitioning process is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Recruitment for this position is done on a local basis.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.
Applicants who are Italian nationals or nationals of a member state of the European Union need to upload a copy of their national passport. All other applicants need to have a valid work permit for Italy and need to upload a copy of such work permit. All other applicants, except current UNGSC staff members in Brindisi, need to provide a Certificato Penale and Certificato di Carichi Pendenti. Attachments need to be uploaded in Step 8 of the online application. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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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