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Associate Logistics Officer

Budapest (Hungary)

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Budapest (Hungary)
  • Grade: Level not specified
  • Occupational Groups:
    • Logistics
    • Supply Chain
  • Closing Date: 2021-09-27

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This Job Opening is available to eligible UNHCR staff members and external applicants. Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS). Applicants must be nationals of Hungary, and be locally recruited within the country of their employment. Associate Logistics Officer

Organizational Setting and Work Relationships
UNHCR delivers timely and quality goods and services to Persons of Concern (POC) in compliance with supply chain rules and procedures.
The Associate Logistics Officer manages and supports all activities pertaining to the Logistics function including planning, sourcing & procurement, transport, customs clearance, warehousing management within the area of responsibility (AOR). The position may be located at Headquarters (within DESS), in a Regional Bureau, or in a Country Office.
The incumbent is normally supervised by the (Senior) Logistics Officer or other senior staff with Logistics oversight function who defines the objectives and provides general guidance and may supervise some staff and/or AWF.  The incumbent will also refer to UNHCR manuals and relevant policy papers.  
The incumbent will support effective logistics operations that enable the office to meet the needs of POC as well as timely delivery of quality goods and services to them. Further, s/he will assist in the maintenance of logistics infrastructure that is robust and agile enough to accommodate the needs of the Operation and that enables timely emergency responses, along with effective partners and/or contractors to support activities.
The Associate Logistics Officer maintains impartial, ethical and customer-oriented relations with suppliers and partner organizations; exchanges information with counterparts in other UN agencies, and international organizations¿ within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement and Logistics actions if, as and whenever necessary.
The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable and will liaise with SMS staff who manage the Global Stockpiles as is applicable.
Contacts are predominantly with other UN agencies, 3rd Party Logistic providers, Project Partners and Government Departments on relevant subject matters at the working level.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

- Support all activities pertaining to the logistics function including planning, sourcing, transport, customs clearance, warehousing, insurance, asset, and fleet management, as applicable.
- In emergency situations (refugees, IDPs and/or any other POCs to UNHCR), coordinate with all stakeholders to ensure that the Organization can, in a timely and cost-efficient manner, provide core relief and non-food items.
- Apply sustainable supply chain strategy throughout activities performed.
- Update and review the inventory supply demand and forecast to promote optimized inventory levels and the associated sourcing plans aligned with distribution plans.
- Resolve difficulties in the global supply chain by finding solutions to problems and bottlenecks.
- Apply UNHCR¿s relevant strategy and coordinate activities for the delivery of material assistance according to the operational needs and regularly update the information in the UNHCR ERP system.
- Review implementation of the logistics activities providing information on the status of requests and the availability of items at the different steps of the supply chain.
- Support the sourcing and procurement process for logistics related goods and services within the area of responsibility (AoR). Contribute to the definition of requirements to ensure timely, cost-effective, and adequate delivery of commodities and services to support operational needs.
- Support the supply functions within the AoR through missions and online resources on supply management.
- Make recommendations to senior management on resource allocation to support on-going operations
- Identify priority operations that require HQ support, based on periodic performance data by country as well as other operational factors and information, or as guided by the supervisor.
- Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will inform decisions.
- Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management and recommendations of the various oversight bodies
- Coordinate the calendar of activities for the physical verification exercises (reconciliations, physical inventory exercise) and monitor the execution to promote the accuracy of the UNHCR Financial Year-End statement.
- Optimize services provided by contracted third Party Logistics providers and Partners.
- Oversee ERP resource management for UNHCR Financial assets through enforcement of established controls and access protocols. 
- Provide first line support to ERP users.
- Facilitate emergency response through the allocation, release, and transport of material assistance from Global Stockpiles and/or Global Suppliers.
- Support to country operations by providing on time HQ documentation coordinated to facilitate customs clearance and processing of tax exemptions for dispatches managed by HQ.
- Track global supply KPIs.
- Provide direction to staff under supervision, including capacity building, team tasking and other HR related duties to ensure an effective, efficient, and unified team.
- Disseminate quality information as baseline for quality assessments at both the regional and the country level, establish and/or monitor the application of prevailing quality assurance processes.
- Collect and disseminate best practices
- Perform other related duties as required.

In the Regional Bureaux
- Assist Country Operations in the ERP management.
- Support Country Operations on how to develop and implement logistical strategies based on the operational context and, particularly in an emergency context. Implement the agreed delivery infrastructure within the region
- Support countries need assessment plans and consolidate them for input into the regional procurement plan.
- Assist country operations and RB in the contingency planning exercise.
- Assist country operations to attain full compliance to rules & regulations in all logistical activities by tracking the progress of specific operations and provide guidance that ensures timely implementation.
- Monitor periodic logistics exercises such as inventory reconciliations or physical inventory verification exercises, Supply Chain Management Activities at the Year-End account and ensure that they are implemented throughout the region providing relevant reports to senior managers and HQ.
- Review and optimize the regional warehouse network in consultation with the country operations.
- Undertake analysis of HQ Supply KPIs and reports and devise regional ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with supply, financial rules and regulations.

In the Country Operations
- Ensure that the local supply chain functions are optimised and that there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements.
- Ensure effective information flow in the supply chain and share the relevant information with external and internal stakeholders.
- Develop relevant contacts and build collaborative relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.
- Undertake analysis of HQ, Regional Supply KPIs and reports and devise local ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with Supply, Financial rules and regulations.
- Ensure compliance with all HQ issued periodic activities e.g. Inventor activities, Year-End closing activities and provide relevant reports to HQ and RB within the given timeframe
- Undertake a needs analysis of all transport requirements and suitable mode as per the operational context
- Liaise with the procurement function for tendering purposes and establishment of Transport Infrastructure with the requisite capacity and backup
- Manage inventory and warehousing according to ¿Best Practices¿ and UNHCR¿s rules and regulations.
- In consultation with the Regional Bureau, periodically carry out a country level warehouse network review for optimum service provision.
- Ensure that applicable exemptions and approvals are obtained in a timely manner (i.e. tax exemption, import customs clearance, waivers etc.).
- Manage service level penalties by taking timely action (i.e. Demurrage, Port charges, container detention charges etc.)
- Confirm deliveries under global freight agreements to HQ for purposes of performance monitoring.
- Support the establishment and maintenance of an efficient and skilled workforce that can support on-going operational requirements.
- Support to Multifunctional Team (e.g. assessing partners)
- Implement local quality control process.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
Logistics Supply Chain Management Business Administration
Economics Engineering International Commerce
or other relevant field
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
HCR Supply Chain Learning Programme
Fritz Humanitarian Logistics
Institute of Purchasing & Supply
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Minimum 1 year of experience in progressively responsible functions in supply logistics, preferably in the UN system. Solution-oriented and capacity to adapt to emergency situations and work under stress. Strong interpersonal and communication skills and the capacity to interact with a variety of cultural and educational backgrounds. Excellent computer skills as well as proven experience in database and statistics management.

Experience in dealing with Emergencies and in interagency logistics coordination in emergency contexts in particular.  Other UN procurement and logistics training ¿ such as IAPSO and UNPD. Experience in commercial air charter operations. Experience in customs formalities. Experience in logistics or warehousing.

Functional Skills
*IT-Computer Literacy
*IT-ERP (Enterprise Resource Planning) Functional Knowledge
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Customs clearance
SC-Warehouse Management
SC-Asset Management
SC-Fleet Management
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. Competencies as defined in Job Profile Please also note that English is essential for this Job Opening.
See below for this postion's Operational Context
======================================================================================================== Nature of the Position

Under the Senior Supply Chain Planning Advisor's direct supervision, the incumbent will proactively monitor compliance and performance of UNHCR's warehouses and inventory worldwide. The incumbent shall promote activities to reinforces control and management of UNHCR owned stocks and support the review, development, and roll-out of the UNHCR's global inventory policies and procedures. To support UNHCR's transformation and change process, the Assc Logistics Officer is required to have sound analytical and managerial skills, proven experience in a global supply support function, knowledge of inventory control techniques, global cargo and warehouse insurance coverage and experience with modern Enterprise Resource Planning (ERP) solutions. She/he will supervise general service staff.

Additional Languages
English Mandatory

Additional Relevant Skills

-Supply Chain function, understanding Mandatory
-Warehouse & Inventory management Mandatory
-Supply Chain insurance, administrationMandatory The closing date is 28/09/2021
The position number is #10034525

BENEFITS:Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year). Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF). Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
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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