Dutystation: Antananarivo, Madagascar
Functional responsibilities
1. Implements key aspects of an operational logistics approach focusing on the achievement of the following results:
Support in the development and implementation of dynamic logistics strategies for projects
Advise the procurement teams on the pros and cons of applying different INCOTERMS (e.g. FOB, CIF, DAP, etc.) on specific types of goods.
In collaboration with project teams, ensure that all procured equipment is shipped, received, stored and distributed in a timely, safe, and sustainable manner.
Provide technical support to the Partnerships and project teams on specifications, cost implications and logistics for safe delivery, both internationally and nationally.
Support project teams in the coordination of pre-shipment / receipt inspections as needed.
Provide recommendation and technical support on storage, warehousing, and distribution and develop appropriate Standard Operating Procedures (SOPs) as required.
Ensure that all logistics actions are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations, the applicable policies and procedures, and the highest degree of personal and professional ethics.
2. Implements the Logistics Management Strategy and logistics monitoring tools focusing on the achievement of the following results:
Develop and manage rosters of logistics, freight forwarders, and related suppliers, in close collaboration with the project teams.
Monitor logistics and transportation contractor performance and certification of completed work for compliance with contractual terms and payment.
Advice remedial actions or solutions to the Procurement and Project teams on logistic issues.
Coordinate the development of monitoring tools related with transportation, storage and distribution; contribute to knowledge management by sharing and exchanging on best practices.
Ensure that all the documentation of transactions in relation to logistics are well recorded.
Raise logistics bottlenecks for prioritization.
3.Ensures management of UNOPS premises, focusing on achievement of the following results:
Overall management of office and warehouse premises; follow-up with building owner regarding contractual arrangement/negotiation of office and warehouse lease renewal in consultation with the UNOPS country office management team and the Head of Support Services.
Promotion of energy-saving and implementation of green office policy.
Scheduling and monitoring of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on daily basis.
4.Ensures proper assistance to management on security-related issues, focusing on achievement of the following results:
Analysis and identification of potential issues related to security and proposal of strategies and options to management for review.
Guidance and supervision to the security guards for safeguarding the staff and premises
Preparation of quarterly Security Incident Reports.
Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
UNOPS Staff List (including dependents) updated on a timely basis.
5. Ensures effective management of the country office administrative services and asset management, focusing on achievement of the following results:
Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.
Preparation and monitoring of the team work-plans. Supervision and guidance to the staff in the administrative team including the drivers for satisfactory performance and client-oriented services.
Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
6. Ensures effective provision of fleet management services, focusing on achievement of the following results:
Provide guidelines, instructions, and support to Drivers in accordance with the established procedures.
Management of office and project vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.
Coordinate vehicle concerns, car condition and issues and oversee the repair and maintenance operation for all UNOPS vehicles
Identify/coordinate training needs for driver employees.
Track fleet usage, through the up to date monitoring of vehicle log books and maintain accurate inventory of equipment.
Ensure the maintenance records for fleet are accurate and up-to-date.
Addresses and updates triggers, system events and car history.
Evaluates car condition, and escalates issues, as needed
7. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for the operations/ projects staff on logistics and administrative-related topics.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learnt and best practices in administration.
Education/Experience/Language requirements
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.