Logistics Assistant-UNOCHA

This position is open to Syrian Nationals Only

BACKGROUND

Under the overall guidance and supervision of the Head of Administration (Administration Unit), the Logistics Assistant reports to the Administrative Officer. The incumbent assists in the overall management of OCHA administrative services, logistical support, fleet and transport, administers and executes processes and transactions ensuring high quality and accuracy of work. 

The Logistics Assistant promotes a client, quality, and results-oriented approach. The Logistics Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Key Duties and Responsibilities: 

Under the direct supervision of the Administrative Officer, the incumbent will perform the following duties:

1-Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/OCHA rules, regulations, policies, and strategies.
• Implementation of logistical policies and procedures.
• Logistical support.
• Provision of inputs to the Office administrative/logistic systems and implementation of the internal standard operating procedures (SOPs).
• Assist in developing fleet policies and procedures.

2- Ensures efficient logistical support, focusing on the achievement of the following results:

• Supervision of office premises and related common services.
• Organization of required hall and meeting room booking.
• Supervision of office utilities system.
• Custodian for management of office stationery suppliers including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Coordination of office transportation fleet, regular vehicle maintenance and insurance.
• Carry out other related duties as required.

3-Ensures supervision of office premises and related common services focusing on achievement of the following results:

• Assist in the coordination of office space, furniture, equipment and building maintenance matters, utilities, and other maintenance and cleaning services, other services.

4-Ensures organization of required hall and meeting room booking focusing on achievement of the following results: 

• Make hall and meeting room booking.
• Organize office events (retreat, workshop, etc..).
• Coordinate with ICT unit the logistics arrangements of related communication requirements and equipment.

5-Effective transport and fleet management support focusing on achievement of the following results:

• Roster development and drivers’ workday management.
• Prepare transportation plan and liaise with Administrative focal point in the hubs and security focal point for all field missions/staff travels.
• Track the movements of office vehicles across the country through vehicles tracking system and solve any issues related to the system.
• Coordination of fleet and transport arrangements at Country Office (Damascus office).
• Assist in preparing and updating all UN vehicle driving permits and registration documents.
• Provide data on cost recovery of the transportation services for external clients.
• Regularly checking, verifying, and certifying of vehicle daily log matching with fuel consumption.
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items.
• Coordinates the vehicle maintenance workflow and schedule.
• Coordination of vehicle management in the CO, timely preparation, and submission of periodic vehicle Computerized reports.
• To dispatch and assign drivers for the various program and units of office time by time.
• Manage and coordinate transport related tasks including drivers daily, weekly, and monthly schedules, leave plan and weekend duty roster etc.
• Effectively manage and supervise transport staff in consultation with the Operations Associate.
• Manage inventory system for office vehicles and ensures that the inventory recording is up to date
• Supervise the drivers to ensure that their maximum usage of their time, work life balance, work level comfort, fair and practical roster implantation, training and development, physical and moral discipline and compensation of their extra hours worked is prioritized.
• Arrange periodic maintenance of office vehicles.
• Review and clarify invoices and procurement documents related to transport and maintenance.
• Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on monthly basis.
• Preparation and implementation of Transport and maintenance work plan.
• Maintain an accurate and enough spare parts and consumable stock for all vehicles within the area of responsibility.
• Preparing a manageable system for implementation of shifts to minimize the overtime and maximize the driver’s efficiency. Arraignments of daily, weekly and monthly dispatching.

Results Expected: 

Provide effective transport and fleet management support and supervise the drivers to ensure the implementation of the transport and maintenance work plan.

COMPETENCIES:

Functional Competencies: 

• Professionalism: Knowledge of wide range of humanitarian assistance, emergency relief and related human rights issues.  Conceptual and strategic analytical capacity, to include ability to analyze and articulate the humanitarian dimension of complex issues that require a coordinated UN response. Demonstrated problem-solving skills and judgment in applying technical expertise to resolve a wide range of complex issues/problems. Knowledge of region or country of assignment, including the political, economic and social dimensions. Ability to negotiate and to influence others to reach agreement.  Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Knowledge of institutional mandates, policies and guidelines pertaining to humanitarian affairs and knowledge of the institutions of the UN system. Demonstrated ability to complete in-depth studies and to formulate conclusions/recommendations.  Ability to relate humanitarian affairs issues and perspectives, including gender issues, to political, economic, social and human rights programmes in affected country/region.  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to analyze and interpret data in support of decision-making and convey resulting information to management.
• Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning& Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Qualifications:

Education: 

Secondary education with specialized certification in Business Administration and Management and/or Accounting is required. 

OR 

First-level University degrees in Public Administration, Business Administration, and Management, Economics, Budget and Finance, Accounting, or an equivalent field will be given due consideration, but it is not a requirement.

Experience: 

• A minimum of 5 years (with a high school diploma) or 2 years (with a bachelor’s degree) of progressively responsible experience in Public Administration, Business Administration, and Management, Economics, Budget and Finance, Accounting, or an equivalent field is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.)  is required.
• Familiarity with using automated spreadsheet, database packages, and/or web-based ERP management systems (preferably PeopleSoft, UMOJA, etc.), is an asset.
• Knowledge of IPSAS and/or IFRS is an asset.
• Relevant experience in the UN Common System or comparable international organization is desirable.
• Experience in organizing required hall and meeting room booking as well as events arrangement is desirable.
• Experience in providing logistical support such as supervision of office utilities system, management of office stationery suppliers etc is an asset.
• Experience in coordinating office transportation fleet, regular vehicle maintenance and insurance, updating vehicles documents etc is desirable.

Language requirements 

• Fluency in oral and written Arabic and English is required.

Applicant information about rosters

UNOCHA 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 UNOCHA at the same grade level and with similar job descriptions, experience, and educational requirements.

Non-discrimination

• UNOCHA has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
• UNOCHA is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or other status.

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