Job: Logistics Officer

Location: Port au Prince
Closing Date: Tuesday, 26 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 -Haiti

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

Background Information - Job-specific

UNOPS Haiti Operations Centre hasbeen operating in Haiti since 2004 years providing project management services,procurement and logistics services, and management advisory services for theHaitian Government, other UN agencies and international organizations in theareas of communication, governance, engineering expertise and humanitarianassistance.

Over the years, UNOPS developed a widerange of services able to provide rapid response in complex emergencysituations, from initial humanitarian assistance to complex logistics and procurement, applied baselines surveys, multi-sectoral assessments, as well asemergency preliminary assessments for the design of physical infrastructuresfor longer-term reconstruction or recovery.

In the context of the post-emergency and development phase in Haiti, UNOPS-HTOC operations have increased significantly. The nature of HTOC current andforecasted areas of intervention are large infrastructure projects (hospitals,roads, housing, buildings), health-related procurement such as medical equipment and ambulances, large volumes of IT equipment, vehicles and other goods.

The Health Infrastructure Unit is working in close relationship with the HaitianMinistry of Health to deliver several projects including design, construction and equipment of hospitals, laboratories and other health facilities that represent priority projects for the government.

Currently,UNOPS is constructing a new 200 beds departmental hospital in Gonaives, a midwife school in Port au Prince, several vaccines and drugs, 3 community hospitals (1st level of attention) and the first public rehabilitation center for disabled people along with 2 regional laboratories.

Functional Responsibilities

Under the supervision and guidance of the Contract/Procurement Officer for quality assurance and the overall direction of the Head of Health Infrastructure Unit, the Logistics Officer (LO)shall be responsible for ensuring that all the logistical requirements of the Unit Projects are satisfactorily completed in a timely manner and in accordance with the Financial Regulations and Rules of UNOPS. The LO will have to work closely with every Project Manager or Coordinator of the Unit in order to understand their respective project's priorities, forecasts, and constraints. To this end, the Logistics Officer shall:

• Develop a monthly work plan based on the logistical requirements of the Unit Projects divided into three parts: (i) identifying the needs of the each Project (i.e. goods, services, works) and raise the appropriate requisitions, (ii) tracking of the incoming shipments/deliveries of the each project, and (iii) scheduling the movement of goods from each Project's premises to the work site and vice-versa; to this end, the Logistics Officer shall supervise the activities of the Project's Logistics Associates to ensure that all activities in the work plan are achieved in a timely and cost effective manner.
• Assist the Contract/Procurement Officer in ensuring that contracts are managed properly in accordance with the contract's internal control mechanisms such as, but not limited to, issuance of work orders, task orders, trip tickets, etc.; and to this end, ensure the proper accounting of all work orders and the like so that payment is made only for portions of the service that have been satisfactorily delivered;
• Ensure that project-funded assets are accounted for in accordance with the administrative instruction pertaining to the management of property, plant and equipment (PPE); ensure that the transfer/handover of assets are documented through the use of established forms (e.g. check-in forms, handover forms, loss and damage reports, investigation reports and check-out forms);
• Ensure timely payment of all invoices by establishing workflow procedures and internal control mechanisms for conducting receiving and inspection, invoice matching and request for payments; ensure likewise that the project has a record of outstanding warranties in case of disputes in the future;
• Liaise with and supervise the Project's Head Driver to ensure that the dispatch of vehicles are accounted for, maintain and update maintenance record of the Projects' vehicles (except for rented vehicles), and ensure that the vehicles are cleaned and inspected on a daily basis;
• Liaise/coordinate with UNOPS-HTOC's Logistics Unit with respect to (i) receiving and inspection of goods directly delivered to HTOC office, (ii) asset management of project-funded assets, and (iii) such other contracts of HTOC's Logistics Unit where the Project is either piggy-backing or utilizing the contractor's or vendor's goods/services/works;
• Prepare request for franchise for the tax- and duty-free entry of goods imported from other countries, and coordinate with HTOC's broker by requesting the Logistics Unit to raise the appropriate work/task order;
• Coordinate with field operations for the technical evaluation of bids/offers received by each Project in response to requisitions raised by field operations, and ensure that technical evaluation are undertaken in a fair, transparent and objective manner;
• Maintain an effective filing system for the Unit Projects' logistical requirements including, but not limited to, requisitions, technical evaluations, tender abstracts, POs, contracts, work/task orders, trip tickets, invoices, receiving and inspection reports, request for payments, work plans, personnel check-in/check-out forms, asset handover reports, loss and damage reports, investigation reports, warehouse inventory reports, etc.
• Coordinate with the HTOC's Logistics Unit for the proper disposal or transfer of assets in accordance with established procedures and administrative instructions;
• Ensure that Unit Projects' assets and vehicles are properly maintained in accordance with the warranty coverage of the asset, and ensure that it is properly checked by qualified technicians in accordance with the equipment's/vehicle's manual
• Performs such other duties and responsibilities as may be required or which may be considered as germane or analogous to the functions of a logistics officer depending on the operational requirements of the Unit Project.
• Assist the Contract/Procurement Officer in developing and maintaining a trip-ticket system to account for all cargo movements as well as the use of Project-owned and Project-rented vehicles, which shall include, as a minimum, the distance traveled by vehicles and the amount of cargo transported from one location to another;
• Assist the Contract/Procurement Officer in evaluating on a periodic basis (monthly or quarterly as may be appropriate) the utilization and cost-effectiveness of each Project's rented vehicles to ensure that utilization is maximized to the fullest extent possible and that overall cost is reasonably justified;

Education/Experience/Language requirements

• Master's Degree in Business Administration, Public Administration, Finance and Economics or any other related field; A Bachelor's degree in combination with relevant years of experience may be accepted in lieu of master's degree
• 2 years minimum experience is required
• Logistics/Inventory background
• Fluent in oral and written French and English;

Competencies

• Proven Strong leadership qualities;
• Flexibility in understanding any kind of assignment;
• Computer literate, thorough knowledge of MS Office and other computer software applications in use;
• Capable of working in a multi-national/cultural environment;
• Reliable and able to work under pressure, with long hours;
• Able to travel to the UNOPS areas of operations;

Contract type, level and duration Contract type:Local Individual Contractor (LICA) Contract level: Level 5 Contract duration: 6 months 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.
• 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