Administrative Assistant (Logistics)

Under the direct supervision of the Logistics Officer.

Assets  & Premises Management

• Conduct  equipment/ Assets write-off for all items at duty station. 

• Ensure all items held that have a limited shelf life are turned over (used or consumed) regularly. 

• Ensure all assets and equipment held by the project are stored safely, correctly, and securely as per the asset classification. 

• Maintain a comprehensive log for project assets, fuel, stationery, and office supplies

• Conduct asset verification exercise on a regular basis and upon request from the logistics officer.

• Assist in managing  assets handover to the project team.

• Monitor fuel, stationery, and office supplies storage and consumption.

• Monitor drivers roster, deployment schedule and vehicle maintenance. 

• Follow up on any issue relating to the office maintenance in consultation with the Logistics Officer.

Inbound Logistics Management

• Review shipping documents of inbound supplies, and verify their compliance with contract terms and approved distribution plans, and follow up with the local authorities on duty exemptions and customs clearance related issues.

• Follow up on the progress of duty exemptions process with implementing partners, local authorities, and customs clearance agent.

• Prepare official exemption letter, and clearance requests for inbound supplies. 

• In consultation with the logistics officer, the logistics assistant shall guide suppliers, customs clearance agents and office team on required logistics arrangements to facilitate projects implementation and flow of supplies.

• Ensure that all logistics activities are conducted  according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics;

• Track UNOPS shipments and coordinate delivery arrangements with the concerned stakeholders.

• Assist in implementing appropriate logistics systems including warehousing and in-country transport capacity, including establishment of Long Term Arrangements and frame agreements for e.g. customs clearance, storage, transport and distribution as might be required.

• Monitor and follow-up the timely clearance, delivery and handover of goods and consignments to partners as instructed by the logistics officer.

• Handle exemptions and movement requests on relevant platform and the Customs Cloud platform.

• Any other duties as deemed necessary

Education

• Secondary Education is required.

• Bachelor degree would be a considered advantage.

Work Experience 

• At least four years of progressive responsible support experience in similar positions related to any or all of the following areas : assets,  premises Management , logistics within the commercial / public/ humanitarian sector is required.

• Previous logistics experience is required.

• Previous experience of working in international organizations is an asset

• Experience in usage of computers and office software packages (MS Word, Excel, etc.) is highly desired.

• Advance knowledge of automated procurement systems, experience in handling web based management systems is highly desirable.

• Fluency in both English and Arabic (written and verbal) is required.