Background
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The Revitalized Agreement for the Resolution of Conflict in South Sudan (R-ARCSS) signed in September 2018 and the subsequent formation of a Revitalized Transitional Government of National Unity (R-TGoNU) in February 2020 ended several years of civil war in South Sudan. One of the key benchmarks in the Agreement is the conduct of elections. In August 2022 the Roadmap to the Agreement extended the transitional period and stipulated elections be held in December 2024. These elections will be South Sudan’s first elections as a sovereign state. A United Nations electoral Needs Assessment Mission (NAM) was deployed to the country in May 2021 and a Trilateral team, composed of African Union Mission in South Sudan (AUMISS), Intergovernmental Authority on Development in Eastern Africa (IGAD) and the UN, conducted a needs assessment and evaluation of the electoral and permanent constitution making processes in 2022. In January 2023 the Government of South Sudan formally requested the United Nations to provide electoral assistance recognizing the need to begin planning and preparations for the elections, including establishing the legal framework, reconstitution of the National Elections Commission (NEC), working with political parties, civil society and the media raising public awareness and creating conditions for inclusive participation of citizens.
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.
Scope of Work
Under the overall guidance and supervision of the Project Manager, the Electoral Logistics Specialist will be expected to provide support to project implementation performing a variety of standard logistics processes while ensuring high quality and accuracy of work. The Electoral Logistics Specialist will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the IEAT, UNDP CO Operations, and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements.
Duties and Responsibilities
The successful candidate will have the following specific responsibilities within the framework of the SSES project, ensures elaboration and implementation of logistics strategies focusing on achievement of the following results:
a) Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
- 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.
Institutional Arrangement
Under the overall guidance of the Chief Technical Advisor and direct supervision of the Project Manager and UNIEAT Logistic Officer, the Electoral Logistics Specialist shall support the UNIEAT in providing electoral logistics support for the electoral events in South Sudan.
Competencies
Core Competencies
- Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact;
- Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems;
- Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences;
- Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands;
- Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results;
- Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration;
- Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity.
Functional/Technical competencies
Logistics
- Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
Logistics
- Data Analysis: Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.
Logistics
- Category Management: Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.
Business Direction and Strategy
- System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Development
- Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share, particularly externally.
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.
Required Skills and Experience
Education:
- Advanced University Degree (master’s degree or equivalent) in Social Sciences, Economics, Business Administration, or related discipline.
- A first-level university degree (bachelor’s degree) in the above-mentioned fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
- Minimum of five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of experience in logistics with previous experience in the context of elections.
Required skills:
- 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.
Desired additional skills:
- 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.
Language:
- Fluency in spoken and written English is required.
- Working knowledge of Arabic is an asset.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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