Logistics Associate

Job Description

Dutystation: Lusaka, Zambia

Functional responsibilities

Under the overall guidance of the Project Manager, the Logistics Associate will facilitate the provision of logistics, customs clearance, and warehouse management support. The incumbent will promote a client-focused, quality and results-oriented approach, ensuring compliance with UNOPS policies, UN Security Management System procedures, and national regulations.

The Logistics Associate works in close collaboration with support services personnel, administration and other programme personnel, as well as with personnel of other UN agencies to exchange information and ensure consistent service delivery.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

The Logistics Associate will facilitate:

1. Efficient Logistics Support

• Support the monitoring of all UNOPS project logistics requirements, including coordinating and gathering information on incoming shipments, distribution, and transfer of laboratory and ICT equipment to various locations in Zambia, in accordance with UNOPS policies and procedures.
• Assess and organize the logistics function in terms of transport requirements, receipt, handling, storage, and distribution of equipment, and establish proper warehousing and recording systems including asset registers.
• Work in collaboration with Project Managers, Operations Officers, and support coordination teams to provide adequate logistics support to the project.
• Upon request from internal clients, issue equipment and supplies.
• Ensure proper documentation for approvals and receipt of goods/equipment is maintained.
• Work, collaborate, and report to the Asset Management team for the global inventory of the project’s assets and expendables.
• Provide logistics support to ongoing deliveries and field operations within Zambia.
• Implement a Proof of Delivery (POD) system for shipments to field sites, ensuring PODs are signed by the receiver and used during the payment process as proof of service rendered.
• Record and file all shipment and shipping documents, and provide weekly reports on equipment and materials received.
• Provide regular training and briefing to logistics personnel, ensuring that supervised personnel are adequately trained, cross-trained, and equipped to achieve high standards. Support onboarding of new personnel and consultants on logistics procedures.

1. Coordination of Customs Clearance

• Liaise with the Procurement Section for the timely receipt of international shipping documents.
• Prepare for the reception of international shipments, and liaise with Zambian customs authorities, clearing agents, and relevant ministries for tax exemptions, customs clearances, and timely delivery of consignments to the designated beneficiaries.
• Follow up customs clearance documents and approvals with national customs authorities, freight forwarders, and clearing agents to ensure all consignments are released upon arrival.
• Ensure the transport of goods from customs points to ZEMA/UNOPS warehouses or onward distribution locations.
• Prepare and control exemption requests for contractors, suppliers, and applicable consignments.
• Act as the focal point for assembling, tagging, labelling, and arrangement for the shipment of goods and materials.
• Handle incoming shipments, unpack boxes, and ensure the Receive and Inspection Report (RIR) is completed promptly upon arrival.

1. Warehouse and Asset Management

• Act as team lead, when required, for logistics and warehouse assistants and clerks.
• Prepare worker schedules and ensure warehousing and distribution personnel follow safety rules.
• Maintain the logistics filing system, ensuring all equipment information, maintenance schedules, and documentation are properly recorded.
• Ensure that inventories of assets, equipment, and consumables are regularly updated and monitored.
• Oversee assembling, tagging, labelling, and arrangement of goods and materials in the warehouse.
• Ensure that all incoming shipments are inspected and RIRs are completed within 2 working days of receipt.
• Report on cargoes to confirm accuracy and completeness, ensuring detailed packing lists are attached before shipment.
• Assist in inspection and verification of all goods/materials upon receipt to confirm correct quantity, quality, and serviceability.

Education/Experience/Language requirements

Education:

• Completion of secondary education is required.

• A First-Level University Degree (Bachelor’s Degree) in Procurement and/or Supply Chain Management, Commerce, Business Administration, Public Administration, Finance, Economics or equivalent disciplines with 2 years experience is desirable.

• Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.

Experience:

• A minimum of six (6) years’ of professional experience in International Public Procurement is required OR

• Minimum of (2) years professional experience in International Public Procurement with a Bachelor’s degree

• UNOPS experience is an asset.

• Experience in working with a range of stakeholders in developing and developed countries is desirable.

• Some experience in UN system organizations, preferably in a developing country, is desirable.

• Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.

Language Requirements:

Fluency in written, reading and spoken English is required.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.