UNOCHA - Logistics Assistant

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the overall guidance and supervision of the Head of Administration (Administration Unit), the Logistics Assistant assists in the overall management of OCHA administrative services, logistical support, fleet and transport, administers and executes processes and transactions ensuring high quality and accuracy of work. The Logistics Assistant promotes a client, quality and results-oriented approach.

The Logistics Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Under the direct supervision of the Administrative Officer, the incumbent will perform the following duties:

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/OCHA rules, regulations, policies, and strategies.
• Implementation of logistical policies and procedures.
• Logistical support.
• Provision of inputs to the Office administrative/logistic systems and implementation of the internal standard operating procedures (SOPs).
• Assist in developing fleet policies and procedures.

2. Ensures efficient logistical support, focusing on achievement of the following results:

• Supervision of office premises and related common services.
• Organization of required hall and meeting room booking.
• Supervision of office utilities system.
• Custodian for management of office stationary suppliers including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution.  
• Coordination of office transportation fleet, regular vehicle maintenance and insurance.
• Carry out other related duties as required.

3. Ensures supervision of office premises and related common services focusing on achievement of the following results:

• Assist in the coordination of office space, furniture, equipment and building maintenance matters, utilities, and other maintenance and cleaning services, other services.

4. Ensures organization of required hall and meeting room booking focusing on achievement of the following results:  

• Make hall and meeting room booking.
• Arrange office events (retreat, workshop, etc..).
• Coordinate with ICT unit the logistics arrangements of related communication requirements and equipment.

5. Effective transport and fleet management support focusing on achievement of the following results:

• Roster development and drivers’ workday management.
• Prepare transportation plan and liaise with Administrative focal point in hubs and security focal point for all field missions/staff travels.
• Track the vehicles across the country through vehicles tracking system and solve any issues related to the system.
• Coordination of fleet and transport arrangements at Country Office (Damascus office).
• Assist in preparing and updating all UN vehicle driving permits and registration documents.
• Provide data on cost recovery of the transportation services for external clients.
• Regularly checking, verifying, and certifying of vehicle daily log matching with fuel consumption.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items.
• Coordinates the vehicle maintenance workflow and schedule. 
• Coordination of vehicle management in the CO, timely preparation, and submission of periodic vehicle Computerized reports.
• To dispatch and assign drivers for the various program and units of office time by time.
• Manage and coordinate transport related tasks including drivers daily, weekly, and monthly schedules, leave plan and weekend duty roster etc.
• Effectively manage and supervise transport staff in consultation with the Operations Associate.
• Manage inventory system for office vehicles and ensures that the inventory recording is up to date.
• Supervise the drivers to ensure that their maximum usage of their time, work life balance, work level comfort, fair and practical roster implantation, training and development, physical and moral discipline and compensation of their extra hours worked is prioritized.
• Arrange periodic services of office vehicles.
• Review and clarify invoices and procurement documents related to the transport and maintenance.
• Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on Monthly basis.
• Preparation and implementation of Transport and maintenance work plan.
• Maintain an accurate and enough spare parts and consumable stock for all vehicles within the area of responsibility.
• Preparing a manageable system for implementation of shifts to minimize the overtime and maximize the driver’s efficiency. Arraignments of daily, weekly and monthly dispatching.

7. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Briefing/debriefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.
• Training of staff on the administrative procedures.

Core:

Innovation:

• Ability to make new and useful ideas work.

Leadership:

• Ability to persuade others to follow.

People Management:

• Ability to improve performance and satisfaction.

Communication:

• Ability to listen, adapt, persuade and transform.

Delivery:

• Ability to get things done while exercising good judgement.

Technical/Functional:

Professionalism:

• Proven analytical skills: ability to conduct independent research and analysis, identify issues, and recommend appropriate solutions.  Very good knowledge of the program of assignment, including the cultural, political and economic dimensions.  Ability to relate humanitarian affairs issues and perspectives, including gender, social-economic issues, Strong negotiation skills: ability to lead and gain assistance of others in a team endeavor, and to articulate coherent arguments to reach agreement. Ability to work under extreme pressure, on occasion in a highly stressful environment.  Very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian affairs and sound knowledge of the institutions of the UN system.

Planning and Organizing:

• Proven ability to plan and organize, establish priorities, manage and monitor work plans, coordinate competing demands, and work to tight deadlines.

Communication:

• Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports and conduct presentations, articulating options concisely, conveying maximum information, making and defending recommendations.

Teamwork:

• Strong interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Technological Awareness:

• Solid computer skills, including proficiency in word processing, spreadsheet applications, and relevant software packages, including e-mail.

Education:

• First level recognized University Degree (BA Degree or equivalent) in Public Administration, Business Administration and Management, Economics, Budget and Finance, Accounting or related area, is required.
• High School diploma with specialized certification in Business Administration and Management and/or Accounting, combined with five (5) years of relevant experience, may be considered in lieu of BA degree.

Experience:

• Two (2) years of progressively responsible experience in Public Administration, Business Administration and Management, Economics, budget, finance, accounting, or related area is required. Experience with MS Office software (Word, Excel, PPP, Teams, Outlook, etc.) is required. Work experience with automated spreadsheet, database packages, and/or web-based ERP management systems (preferably PeopleSoft, UMOJA, etc.), is required. Experience with IPSAS and/or IFRS required. Relevant experience in the UN Common System or comparable international organization is desirable.

Language Requirements:

• Fluency in oral and written Arabic and English is required.

Other:

• Female candidates are encouraged to apply.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.