Logistics Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

A (least hardship)FamilyPR3Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular AssignmentNo2023-05-25June 15, 2023Logistics 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 Logistics Officer manages and supports all activities pertaining to the logistics function including planning, sourcing & procurement, transport, customs clearance, warehousing 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 normally supervises 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 contribute to the maintenance of logistics infrastructure that is robust and flexible 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 Logistics Officer maintains impartial, ethical and customer-oriented relations with suppliers and partner organizations; exchanges information with counterparts in other UN agencies, and International Organisations within the limits established by UN /UNHCR Procurements Rules and performs 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, the Global Asset and Fleet Management, if and as required and if applicable. Contacts are predominantly with other UN agencies, Implementing 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. Duties - Support all activities pertaining to the logistics function including planning, sourcing, transport, customs clearance, warehousing, asset and fleet management, as applicable. - Prepare plans for delivery of relief and other non-food items according to the operational needs and provide regular updates. - In emergency situations (refugees, internally displaced persons and/or any other person/s of concern to UNHCR), coordinate with all stakeholders to ensure that the Organization is able to, in a timely and cost-efficient manner, provide core relief and non-food items. - Apply UNHCR's sourcing and procurement strategy when planning for purchase of important commodities and services. - Prepare supply chain management plans, implement them and provide information on the status of requests and the availability of items in the different steps of the supply chain. - Oversee the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs. - Identify partners for supply chain projects based on objectives, priorities, strengths and resources of the UNHCR partner and/or contractor, according to criteria consistent with UNHCR rules and regulations. - Ensure accurate and comprehensive records on logistics activities and provide timely reports and updates both periodically and on request. - Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable. - Oversee sourcing & procurement activities and deliver information on all sourcing & procurement activities within the AOR. Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections. - Analyse the quality of commodities and services delivered in relation to the needs of the location and established quality standards. Establish a local quality assurance process. - Monitor the planning and the supervision of UNHCR's emergency airlifts, sea and road transport arrangements are efficiently carried out. - Supervise UNHCR's emergency airlifts movements in collaboration with all the stakeholders and the GSMs. - Ensure the accuracy of supply chain related data in relevant business systems. Based on statistical information and analysis, identify trends and developments in supply chain related matters and adjust decision making if needed. - Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on supply chain management. - Establish and monitor Key Performance Indicators (KPI) for Supplier(s)/Service Provider(s). - Apply sustainable supply chain strategy throughout activities performed. - Make recommendations to senior management on resource allocation to support on-going operations. - Coordinate with Emergency Supply Unit, freight forwarders, and emergency operations for the release of the relief items. In the Regional Bureaux: - Track the progress of specific operations and provide guidance that ensures timely implementation. - Support Country Operations on how to implement logistical operations based on interpretations of the situation and conclusions to how the operation can be best implemented. - Track the progress of specific periodic operations and provide guidance that ensures timely implementation. - Coach and advise individuals or supply teams as requested. - Provide guidance to Operations based on logistics KPIs for the region and prepare actions plans in case of deviations as required. - Advise and guide UNHCR operations on the management of their logistics activities in an effective and efficient manner and fully compliant with the prevailing supply chain policies and manuals. - Develop relevant contacts and build constructive relations with government authorities, partner organizations, UN agencies and others, to foster mutual cooperation for the timely and appropriate logistics management by setting and adapting supply chain structures to the local environment that are consistent with the operational needs. In the Country Operations: - Ensure that applicable exemptions and approvals are obtained in a timely manner (i.e. tax exemption, import customs clearance, waivers etc.). - Ensure management of incoming pipeline of goods in accordance with prevailing policies, rules and regulations. - Manage warehousing according to ¿Best Practises¿ and UNHCR rules and regulations. - Manage and oversee the release and transportation and of relief and other non-food items. - Provide action plans based on asset management reports, customised reports, and gather information on all assets and provide in-depth reports periodically and when requested. - Establish and monitor local quality control process. - Optimise the local supply chain functions and align them with the Operations' evolving needs and management systems, and there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. - Coordinate logistics activities of UNHCR partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures. - Oversee regular physical verification of PPE and their proper management. - In coordination with the Global Fleet Management team establish effective asset and fleet management that taking into consideration the local needs and capacities. - Ensure effective information flow in the supply chain and adapt local process to the prevailing environment. - Ensure that safety and security of stocks is maintained throughout the warehouse cycle. - Oversee and ensure systematic conduct of warehousing processes. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years 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 Purchasng & Suppl (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Minimum 4 years 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. Desirable 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 *SC-PeopleSoft Supply Chain Management SC-Asset Management SC-Customs clearance SC-Fleet Management SC-Logistics SC-Supply Planning SC-UN/UNHCR Procurement Rules and Procedures SC-Warehouse Management (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.In addition to sound all-round Supply knowledge and experience, the incumbent should have excellent analytical, planning, and organizing skills, and the ability to effectively communicate orally and in writing, manage resources, and have the knowledge and readiness to work under pressure, and foster team spirit between several internal and external parties in a multi-cultural environment, while ensuring the cost-effectiveness and rapid delivery of Core Relief Items. The potential candidate should be willing to work late hours during emergency response.

Deep knowledge of international shipment and cargo movement, customs clearance, shipping lines and transport, warehouse and inventory management, ERP, and Microsoft environment (Excel, Power BI) is required, and a second UN language to English is preferred to ensure smooth communication flow with UNHCR's Operations.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

Supply Management Service (SMS) is one of the three Services of the Division of Emergency, Security and Supply (DESS). Within the Supply Transactional Section, the incumbent will be under the direct supervision of the Senior Supply Officer, in charge of the International Order and International Transport Management. The incumbent is expected to have the below additional experience and competencies, among others listed in the standard Job Description:

The Logistics Officer is responsible for order and contract management of the Global Frame Agreements for Logistics Services, such as monitoring the performance of UNHCR's Global Freight Forwarders based on the established KPIs and leading performance evaluation discussions. The Logistics Officer is responsible for leading the International Transport Management and for providing support to the team member's daily work, such as but not limited to: ensuring accurate and timely transport Purchase Order creation, ensuring that the established SOPs are adhered to, supporting in the resolution of escalated disputes among relevant parties. The Logistics Officer will recommend and introduce adequate improvements and assist in drafting relevant SOPs, Operational Guidelines, and Administrative Instructions.

Close coordination is required with the Logistics and Emergency Supply Section, and the International  Order Management Unit, the Quality Assurance Unit, the Global Procurement Section in HQ SMS/DESS HQ, and relevant Technical Units in Geneva HQ. The Logistics Officer maintains customer-oriented relations with UNHCR Requesting Units, Suppliers, and Partner organizations; exchanges information with counterparts in other UN agencies and International Organizations within the UNHCR Procurements Rules and Regulations; assists the joint procurement actions when required. The Logistics Officer may be requested to participate and represent the unit at Conferences and Workshops related to the area of responsibility. The nature of the work is demanding and requires working under pressure to respond effectively to needs, especially during peak seasons and emergency responses. The Logistics Officer directly supervises General Service staff and reports to the Senior Supply Officer, in charge of the International Order Management and International Transport Management.

Living and Working Conditions:

The Dubai office and warehouse enjoy excellent facilities that are praised for their efficiency and cost-effectiveness. The SMS Global Stockpile is located in the International Humanitarian City near Al Maktoum International Dubai Airport. The working days are from Sunday to Thursday (the weekend is Friday and Saturday). The office hours are from 9.00 am to 4.30 pm. The United Arab Emirates have a highly developed and modern health infrastructure which is easily accessible. There are many international schools in Dubai but competition for places and fees are high. The public transportation maintains very high standards and is mostly reliable.

In general, Dubai is an extremely safe destination. Crime rates are very low. However, as in any city, it is sensible to take reasonable precautions regarding personal safety, such as keeping an eye on your belongings, avoiding poorly lit or unsafe areas after dark, and remaining vigilant at all times. Dubai is also a very safe place to travel with children. There are some health concerns that should be taken into consideration when visiting this region. The main one is exposure to heat and sunshine.

Additional Qualifications

Skills

Certifications

Fritz Humanitarian Logistics - Other, HCR Supply Chain Learning Program - UNHCR, Institute of Purchasing and Supply - Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Add. 2 to March 2023 Compendium - Part B

Additional Information

This position doesn't require a functional clearance

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