Administration Senior Assistant Logistics

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Description

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• Shipping and custom clearance 
• Inventory, Asset and Supply Management, Custodial, Common Premises
• Fleet management
• Knowledge Building and Knowledge Sharing

• Review/check shipping document and issue, submit and follow up on the request for import permit, tax exemption and customs clearance documents .
• Draft the letters to the relevant government department for the custom exemption, clearance and handover of imported items.
• Coordinate with Transport Companies and Freight forwarders regarding shipping documents as well as the loading and unloading process as per the set INCOTERMS
• Under guidance from the Administration/Logistics Senior Associate, coordinate customs clearance procedures for imported goods and equipment. 

• Upon request, order fleet spare parts and consumable and maintain inventory including fuel distribution and recording.
• Support the development of tools and standard operating procedures for management of the fleet
• Assist in preparing the maintenance work-plan and the budget to cover transportation needs
• Assist the Administration / Logistics Senior Associate to provide on-time, standard monthly reports, including fuel consumption report, maintenance report and any other reports requested by Supervisor including from the field sites.
• Assist in maintaining a good filing system for the fleet

• Provide support during the acquisition of materials and equipment to be purchased. When applicable support  with procurement team  on quality, quantity, specifications, delivery timelines, product guarantees/warranties Prepare Receipt and Inspection Reports (RIR) for all incoming equipment and supplies and ensure tagging is completed 
• Support in asset registration processes of expendable and non-expendable property and equipment for the office.
• Acts as a custodian for management of office supplies and stationery supplies including maintenance of stock list of these items, distribution as required by staff and keeping a log of distribution.  
• Maintain an updated list  of fleet supplies and fuel under each project ensuring accurate records and  ensure there is no waste, fraud or misuse
• Conducts physical inventory checks, draft periodic inventory and asset reports and; support in the investigation of discrepancies
• Ensure all stores and equipment held by the project are stored safely, correctly, and securely depending upon the item classification
• Ensure all invoices received are timely processed and paid

• Supports the organization and delivery of training and learning initiatives for personnel on Logistics and assets management -related topics.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

• The effective and successful achievement of results by the Administration / Logistics Senior Assistant directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

• Completion of secondary school is required.  First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate for some of the required years of experience, but is not required.
• In the absence of a degree, supply chain management or administrative certification is an asset

• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations is required with completion of secondary school.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems is desirable.

• Full working knowledge of English is required.
• Knowledge of another official UNOPS language is an asset.

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