Job: Administrative/Logistics Assisant

Location: Vavuniya
Deadline: Wednesday, 13 November 2013

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - Job-specific

EU has provided funds to implement the Support to District Development Programme (EU-SDDP) in selected Districts in North and East Sri Lanka. The overall objective of this programme is to contribute to and capacitate the transition from post-conflict relief to reconstruction and development by supporting selected districts in North and East Sri Lanka, through poverty reduction and provision of basic infrastructure and services for vulnerable populations, support to local economic development, and strengthening of local governance.

Under this programme, UNOPS will undertake three flagship projects under the Support to Social Infrastructure Development in Batticaloa, Mannar and Vavuniya. One of the projects is the Storm Drainage which will involve the construction of storm drainage system in 5 catchment basins in Vavuniya Township and the implementation of social infrastructure support to build the capacities of local authorities. These projects will be implemented in three (3) years with the full implementation commenced in July 2013.

The Administrative/Logistics Assistant shall provide support to the Team Manager in ensuring the provision of timely administrative and logistics services to the various teams and staff involved in the construction of storm drainage and waste water and sewerage system in Vavuniya township.

Functional Responsibilities

Under the guidance of the Team Manager the Administrative/Logistics Assistant shall provide following tasks to the various teams and staff involved in the construction of storm drainage in Vavuniya.

General Administrative Functions:

• Responsible for maintenance of good filing system for incoming and outgoing correspondence regarding procurement, and other relevant records of the Vavuniya office;
• Supervise the office aide/caretaker and drivers of the vavuniya Flagship Office;
• Ensure that tasks are executed and provide timely support to field implementation units;
• Supervise the guards and ensure the implementation of security protocols in the Vavuniya Office;
• Responsible for maintenance of all the files and records of Storm Drainage and Sewerage and Waste Water Treatment projects implementation;
• Responsible for incoming and out-going correspondence related to project operations;
• Responsible for the collection and submission of certificate of payment of all staff of Vavuniya Flagship Office on time to Colombo HR;
• Support the Team Manager and HR Associate in Colombo with staff contracting;
• Support relevant staff in the issuance of work plan, reports and communications material;
• Support the Vavuniya team in all project related clerical works;
• Ensure general upkeep of the office: cleaning, minor repairs, clean drains and proper waste disposal;
• Assist theTeam Manager in consolidating monitoring reports from site engineers, procurement and other project support;
• Assist in training preparations and implementation;
• Coordinate with UNDSS and other UN agencies regarding the UN related subjects.

Logistics:

• Assist the Logistics department with any operational related tasks - security, procurement, delivery and reception of material, inventory, etc;
• Assist in the requisitioning process for items to be procured by the office as well as for those items to be procured locally;
• Assist in local procurement areas such as obtaining quotations, interacting with suppliers and end-users on the quality/quantity, specifications, delivery time, warranty coverage of the goods, in accordance with UNOPS Handbook;
• Assist in the preparation of comparative cost analysis and raising purchase orders;
• Responsible for maintenance of good filing system for incoming and outgoing correspondence regarding procurement, and other relevant records of the Vavuniya office;
• Assist in record keeping/disbursement of office stationery and other office supplies upon receipt of requisitions, approved by the competent authority;
• Assist in disposal of inventory as and when required, in accordance with UNOPS rules and regulations;
• Assist in the maintenance of office equipment inventory in collaboration with the Operations Asset Manager;
• Acknowledge receipt of delivered items and verify delivery of complete items meeting the technical specifications as stipulated in the tender documents;
• Arrange transportation of equipment for stores, where applicable;
• Summarize vehicle records per month and submit reports to the Team Manager and the Transport Manager in Colombo;
• Organize, arrange and maintain vehicles for field missions and other logistical requirements for the site construction teams;
• Perform any other duties as required.

Competencies

UNOPS Core Values/Competencies:

• Integrity
• Professionalism
• Respect for Diversity
• Commitment to Continuous Learning
• Accountability
• Planning and Organizing
• Results orientation
• Communications skills
• Teamwork skills
• Client orientation
• Technological awareness

Functional Competencies:

• Good knowledge of UNOPS procurement/Logistics and Financial rules and regulations;
• Knowledge of the UN system and familiarity with UNOPS procedures is an advantage;
• Knowledge and experience on procurement/Logistics processes;Good knowledge and understanding of Office Administration;
• Ability to handle a large volume of work and meet deadlines;
• Consistently approach work with energy and a positive, constructive attitude;
• Remain calm, in control and good humored even under pressure;
• Demonstrable ability to work with people of all races, religions, ethnicities and gender;
• Excellent communicator, both verbally and written;
• Highly motivated and a good motivator of others, solutions driven with a 'can do' attitude
• Excellent inter-personal skills;
• Computer literate, thorough knowledge of MS Office and other computer software applications in use;
• Knowledge of UN rules and regulations, particularly UNOPS procurement procedures

Education/Experience/Language requirements

Education and Experience:

• Diploma/Certificate with Secondary School Education with minimum of 4 years of relevant work experience supplemented by training in Administration, Logistics/Procurement and/or Finance; or
• Bachelor's degree with 2 years of relevant experience.
• At least 2 years of relevant experience including experience in procurement related field with logistics/inventory background in UN or international organization
• Experience in the usage of computers and Office software packages and knowledge of spreadsheet and database packages

Languages: Fluency in English is mandatory. Knowledge of the local languages (Tamil and/or Sinhala) is desirable.

CertificationsCertifications on Administration/Logistics/Procurement desirable. Contract type, level and duration Contract type: Local ICA Support Contract level: LICA - 3 Contract duration: One year renewable For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• This post is open only to nationals of Sri Lanka.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

More Info and Application