Logistics Assistant

Org. Setting and Reporting

This position is located in the Memorandum of Understanding and Reimbursement Policy Section (MRPS) of the Uniformed Capabilities Support Division (UCSD) in the Department of Operational Support (DOS).

The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions.

The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service.

UCSD serves as the single point of entry within the Secretariat for operational and policy matters relating to support and reimbursement to military and police contingents deployed to United Nations field operations. Reimbursement payments to contributing countries are one of the largest costs of United Nations (UN) peacekeeping.

MRPS is responsible for overseeing policies and procedures related to the reimbursement of troop- and police-contributing countries and the verification and control of Contingency-Owned Equipment (COE), for providing support to the triennial meetings of the Working Group on COE and the updating of the Manual on Policies and Procedures concerning Reimbursement and Control of Contingent-Owned Equipment of Troop/Police Contributors Participating in Peacekeeping Missions, and for undertaking the quadrennial survey of personnel costs established by the General Assembly in its resolution 67/261. The Section leads negotiations with troop- and police-contributing countries in preparing Memorandum of Understanding (MOUs) to support the deployment of former military and police units.

The incumbent will report to the Chief of MRPS or designated official.

Responsibilities

Within limits of delegated authority, the Logistics Assistant (COE), will be responsible for the following duties:

• Supports more senior staff with respect to all aspects of major services contracts (MOUs).

• Maintains database used by UCSD and field missions to monitor mission specific MOUs and Systems Contracts reports.

• Acts as focal point for the field missions’ COE reports.

• Maintains supporting files and database with respect to the Uniformed Capabilities Management (UCM) System.

• Controls and manages supply related items requisitioning and delivery.

• Records COE and MOU actions and monitors activity. This includes coordinating with missions on inspections, follow-up on COE performance Reports, and verification reports, recording contract status at all stages or processes.

• Manages and maintains records of the MOUs in the UCM.

• Assists in preparation and compilation of the COE Working Group issue papers.

• Assists in follow-up actions on the recommendations of Missions’ COE/MOU Management Review Boards (CMMRB).

• Establishes and maintains relevant reference library.

• Co-ordinates with missions on submission of COE reports.

• Prepares statistical tables and reports for analytical purposes. Provides updates of COE status on a regular basis.

• Reviews COE rotation requests and keeps a record of estimates for financial control.

• Monitors budget estimates and reports on funding allocations for COE.

• Maintains, updates and ensures accuracy and completeness of UCM database recording MOUs, Verification reports, etc.

• Prepares relevant COE related correspondence.

• Assists with the preparation of COE related briefings, the annual COE Workshop and the COE Working Group.

• Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Performs other duties as required.

Competencies

• Professionalism: Knowledge of policies, practices and regulations on management of COE, 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

• A minimum of five years of progressively responsible experience in supply chain management, contracts administration, logistics, project management or related area is required.

• Experience with databases and using business objects or other tools to generate statistical table and reports is desirable.

• Experience in analyzing, cleaning and preparing data in supply chain management, transportation and contract administration is desirable.

• Experience in providing support to a field operation (inclusive of peacekeeping operations, special political missions, agencies funds and programmes) is desirable.

• Experience in providing support to different clients both internal and external to an organization or equivalent is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

• The appointment or assignment against this position is for an initial period of one year. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds.

• This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.