Electoral Logistics Specialist

A UN Integrated Electoral Assistance Team (IEAT) has been established, led by the United Nations Mission in South Sudan (UNMISS), and UNDP as part of the IEAT has set up the South Sudan Electoral Support (SSES) project. Against this background UNDP South Sudan is seeking to engage the services of an Electoral Logistics Specialist to support the capacity development and institution building of the NEC as well as support the UNDP SSES project to undertake complex electoral logistics actions.

• Full compliance of logistics activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• Logistic business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Logistics, control of the workflows;
• Elaboration and implementation of cost saving and reduction strategies.

b) Ensures organization of logistical services focusing on achievement of the following results:

• Provide the UNIEAT and the NEC with strategic and technical advice on logistical preparedness and response to the preparation of the elections;
• Advise the project and NEC to plan, implement, monitor, and evaluate logistics requirement for elections;
• Lead the management the timely supply of all elections-related supplies and equipment for Headquarters and State Offices;
• Advise NEC in developing movement plans and assist in identifying transport requirements and delivery of sensitive and non-sensitive materials;
• Advise NEC in developing technical specifications for transportation requirements for all phases of the electoral process;
• Advise and contribute to the preparation and packing of goods and election materials for distribution throughout the country;
• Advise NEC in drafting specific SOPs for different activities to be carried out by the logistic department.
• Identify resources, implement, and report on special logistics operations;
• Conduct field missions and related evaluation exercises in the context of electoral operations;
• Advise on logistics management and structures to ensure that they are at all times adequate to meet the requirements of the logistics strategy;
• Establish reports based on logistics movements and distribute them according to requirements;
• Ensure that the NEC and UNIEAT are adequately briefed and/or staff according to the requirement;
• Identify any additional training needs to achieve high work standard;
• Facilitate and support the logistics coordination of electoral activities and operations amongst the national and international stakeholders including private sector contracting;
• Compiles, drafts and distributes regular progress reports to NEC Management and donors.

c) Ensures proper control of SSES project assets and electoral material focusing on achievement of the following results:

• In coordination with the ICT team, support NEC with the development of an assets management system for elections material;
• Guide the development of documentation for the implementation of the assets management system, including, but not limited to handovers and movement logs;
• Advise NEC Warehouse and Assets Management staff as required;
• Advise the NEC field office in establishing and implementing a storage and supply chain tracking system on electoral materials and equipment as well asset management system.
• Provide technical advice to and support the NEC with warehouse management;
• Support and advise the NEC in maintaining their assets at a functional level of operational readiness;
• Monitor discharge of contractual obligations for transportation and warehousing;
• Train NEC field staff on logistics planning, assets and warehouse management, fleet management and logistics reporting, monitor and report on logistics operations and support activities;
• Conduct needs assessment of the capacity of the NEC for assets management;
• Develop long-term assets management training plan and an assets management development plan in coordination with NEC; 
• Review and produce document on the areas of improvement of existing asset management procedures of NEC; 
• Regular report to project management team on NEC’s status in terms of asset management and recommendations on the next steps;
• Ensure effective assets management and quality control;
• Liaises regularly with the procurement section to ensure a seamless receipt and further delivery of goods and items.

d) Ensures facilitation of knowledge building and knowledge sharing in the focusing on achievement of the following results:

• Facilitate the capacity building of NEC logistic staff in warehouse managing, assets managing and logistics in general;
• Ensure that synthesis of lessons learned, and good practices are shared with the NEC, the UNIEAT, and the relevant UNDP staff;
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

Business Management: Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. 
• Provide inputs to the development of customer service strategy. 
• Look for ways to add value beyond clients’ immediate requests. 
• Ability to anticipate client’s upcoming needs and concerns.

• Proven experience working on the electoral logistics management with elections management bodies;
• Previous logistics experience in elections, specifically on elections material asset management;
• Experience and excellent knowledge of logistics and finance standard rules and regulations. 

• Previous experience working with UN or NGOs or international organizations within the context of preparation of assistance in electoral process is an asset;
• Experience in working in a demanding environment with the skills of dealing with electoral logistics operations is an asset;
• Experience and strong understanding of electoral cycles and electoral logistics requirements is desired.

• Fluency in spoken and written English is required.
• Working knowledge of Arabic is an asset.