Functional Title & Level:        Logistics Assistant, GS-5

Duty Station:                           Port-au-Prince

Posting Period:                       13 July-27 July 2021

Job Opening Number:            BINUH-VA-2021-003

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply. 

All applicants who consider themselves qualified and meeting the minimum requirements of this Vacancy Announcement (VA), should submit their fully completed and signed P11 via email at binuhrecruitmentteam@un.org.

Important:Please pay attention to the instructions on the VA when applying for the VA which will include functional title and the VA number. Incorrect submissions will not be considered. Applicants will be held responsible for misrepresentation/omission of information on their signed P11 applications.

Organizational Setting and Reporting

The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance, including the rule of law, preserving, and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti. This position is located within the United Nations Integrated Office in Haiti (BINUH). The Logistics Assistant reports to the Chief of Supply Chain Management.

Responsibilities

Within delegated authority, the Logistics Assistant will be responsible for the following duties:

Logistics

• Supports more senior staff with respect to all aspects of operations and major service contracts.

• Prepares requisitions/raises service entry sheets or other required actions in UMOJA.

• Provides updates of requisition status on a regular basis.

• Liaises with vendors and coordinates support.

• Reviews cost estimates for input into budget formulation.

• Reviews invoices to ensure accuracy of amounts against services delivered.

• Maintains, updates, and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and invoice actions. This includes coordinating on delivery schedules, preparing customs clearance documentation, follow-up, and receipt of Receiving and Inspection (R&I) Reports, verification of invoices against R&I reports, recording contract status at all stages of processes.

• Prepares routine office correspondence.

Supply/Transport/Movements

• Monitors and reports on implementation of logistics plans, including movement and delivery of assets, completion of project functions and status of contract amendments as required.

• Manages and maintains records of the purchase order thresholds set for each contract.

• Maintains supporting files, database, and monitors reports. Establishes and maintains relevant reference library.

• Initiates requisitions when required, records deliveries, progressive funding, and expenditures, liaises with different departments on receipts and associated actions.

• Coordinates on consumables, manages stocks, consumption rates and usage patterns, and raises resupply accordingly.

• Controls and manages supply related items requisitioning and delivery.

• Records contract actions and monitors activity.

• Ensures stationary supplies are maintained and issued to users in accordance with approved scale of consumption.

Administration

• Performs various actions related to the administration of the section.

• Liaises with central administration/executive services as required.

• Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas.

• Identifies and reports issues/problems as they arise and recommends appropriate actions; Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations.

• Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software, and systems, organizes and coordinate seminars, conferences, and translations).

• Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.

• Performs other duties as required.

Competencies

• Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Client and Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client

• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required.; Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Education

High school diploma or equivalent is required.

Work Experience

At least five (05) years of progressively responsible experience of practical logistics operations or related area.

Experience in the use of an Enterprise Resource Planning (ERP) System is required.

Experience within the UN common system or other similar international organization is desirable.

Experience in the requisitioning process is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English and French (oral and written) is required. Fluency in Haitian Creole is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.