Background
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UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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-Tono) 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 AUMISS, 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 ( SESS) project.
Duties and Responsibilities
Under the overall guidance and supervision of the Project Manager, the Logistics Associate 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 Logistics Associate 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. The successful candidate will have the following specific responsibilities:
The successful candidate will have the following specific responsibilities:
1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement 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.
2. Ensures organization of logistical services focusing on achievement of the following results:
- Assist the project and NEC to plan, implement, monitor and evaluate logistics requirement for elections.
- Assist NEC in developing distribution and retrieval material for sensitive and non-sensitive electoral material.
- Assist NEC in developing technical specifications for transportation requirements for all phases of the electoral process.
- Assist with the preparation and packing of goods and election materials for distribution throughout the country.
- Support NEC with developing logistic plans for any electoral premises as requested by the NEC.
- Support NEC in drafting specific SOPs for different activities to be carried out by the logistic department.
- Assist with the planning of movement of election materials.
- Liaison with local transportation contractors for the delivery of goods and election materials.
- Liaison with Logistics staff to deal with any logistic issues and problems.
- Providing advice and input to Logistic Department Plans as necessary.
- Prepare reports on all election logistic related activities and their status.
- Assist in logistic and operational arrangements in coordination with other organizations involved in elections.
- Coordination of travel management, shipments arrangements, conference facilities arrangements.
- Assist with logistical arrangements for project events (meetings, workshops, conferences, roundtables, etc.), including – among others – competitive selection of a venue; rent of premises; arrangement of accommodation and transportation for participants; technical equipment; and interpreting services in accordance with established UNDP procurement procedures.
- Based on agreed UNDP/stakeholders/beneficiaries technical specifications, assist the Project team in the respective documentation for customs clearance, and receipt and inspection of purchased equipment. To this end, he will liaise with suppliers to ensure necessary shipping documents are available in a manner complete and timely.
- When required, assist with the logistics preparation for any and all sample testing that may be agreed upon between the client, the Team, the Procurer and the Supplier(s).
- Assist with conducting marketing research under the guidance of and in coordination with the UNDP Procurement Unit thus ensuring compliance with UNDP procurement rules and procedures.
- Prepare and update a roster of manufacturers and potential suppliers to provide the client and the UNDP Procurement Unit with options and data necessary for decision making.
- Ensure that all parties are agreement with timings and security in matters of in-country storage-transportation-storage from the ports of entry to the end-user main warehouse(s) with a clear understanding of the responsibility-sharing.
- Where required, provide on-site/on-ground assistance to the Team as it provides advice and guidance to the NEC Logistics Section in matters of receipt, inspection and storage of procured goods.
- Where necessary, coordinate any and all issues with receipt of procured goods by preparing disparity reports.
- Any other related tasks as may be required or assigned by the supervisor.
3. Ensures proper control of Project Assets and Electoral Material focusing on achievement of the following results:
- Elaboration and implementation of inventory management.
- Implementation of Inventory and physical verification control in the project.
- Assist NEC Warehouse and Assets Management staff as required.
4. Ensures facilitation of knowledge building and knowledge sharing in the focusing on achievement of the following results:
- Organization of trainings for the operations/ projects and NEC staff on logistics .
- Synthesis of lessons learnt and best practices in logistics.
- Sound contributions to knowledge networks and communities of practice.
Competencies
| Core |
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously: | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility: | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination: | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner: | LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships |
| Enable Diversity and Inclusion: | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Cross-Functional & Technical |
| Thematic Area | Name | Definition |
| 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 Development | Knowledge Generation | Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need |
| 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. |
| Business Management | Monitoring | Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results |
| Business Management | Risk Management | Ability to identify and organize action around mitigating and proactively managing risks |
Required Skills and Experience
Education:
Bachelors ’s degree in public administration, Project Management, Economics, Business Administration or related fields.
Experience:
- Minimum of two years relevant experience in logistics or operations management,
- Demonstrated experience in logistics management, contract management and asset management.
- Experience in working with stakeholders in public sector development programs especially in capacity development is an asset.
- Experience in working with international organizations and civil society organizations on elections or related field is desirable.Past work experience with a UN agency and/or international organization in Libya is considered an asset.
- Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Zoom and Skype is required.
- Experience working in a culturally diverse environment.
- Experience working with the UN is an asset.
- Good communication skills
- Knowledge of UNDP procedures is an asset.
- Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations.
- Development and Operational Effectiveness: Ability to lead strategic planning, results-based management and reporting.
- Office Administration: Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
- Operational Efficiency: Ability to identify and execute opportunities to improve operational efficiency.
- Team building: Ability to work effectively with diverse groups of professionals towards common goals.
Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP 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.
UNDP 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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