Admin/Logistics Associate – GS6 – UNFPA

The Position:

The Programme Associate will be part of the UNFPA Humanitarian Response Team under  the direct supervision of the International Operations Manager. The incumbent will provide logistics and administrative support to the Country Office Humanitarian and Programme Units. 

How the Logistics and Admin  Associate can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in Programme results.

Job Purpose:

The Logistics and Admin Associate delivers quality services in logistics and administration; provides guidance and support to internal and external clients, in full compliance with all relevant rules, guidelines, processes and procedures.  S/he takes a client-oriented, result-focused approach to interpreting the rules, procedures and guidelines.

Main Tasks & Responsibilities

The Logistics and Administrative Associate would be responsible for:

Logistics Support:

• Take responsibility for all downstream supply chain management activities, including pre-shipment arrangements, custom clearance, receiving and inspection procedures, stock verifications, inventory deliveries to Implementing Partners (IPs) and disposals.
• Work closely with the Shipment Tracker Focal Point and the Warehouse Focal Point to reconcile any differences between actual movements of inventories and Shipment Tracker records and support preparation of the inventory certification package.
• Ensure the effective management of UNFPA-provided emergency commodities and SRH supplies, including establishing and maintaining management systems to record, track and report receipt, storage, refrigeration, transportation, distribution and reporting of supplies.
• Provide regular updates on UNFPA’s emergency and SRH supplies for inclusion in UNFPA response plan, SitReps, donor briefings, and donor reports.
• In close coordination with the Humanitarian and Operations team on the ground, ensure UNFPA goods and supplies are secured and properly stored.
• Ensure distribution of UNFPA goods and supplies are effectively managed, monitored, controlled and registered in the system, backed up with a manual copy as needed.
• Establish partnerships with agencies that have broader logistics capacity than UNFPA (WFP, UNICEF, etc.) in order to facilitate movement of UNFPA commodities.
• Liaise with humanitarian stakeholders, such as the Logistics Cluster, to ensure inclusion of commodities specific to UNFPA’s mandate.
• Track the receipt and distribution of all RH commodities and supplies.
• Ensure timely, accountable and cost-effective receipt and distribution of UNFPA humanitarian goods and SRH supplies.
• Guide and oversee performance of support staff and contractors dealing with shipments, importation and customs clearance activities of emergency and SRH supplies

Administrative Support:

• Assist the Procurement Associate to review the commodity procurement plan of the country office and ensure that in-country regulatory requirements such as product registration, pre-import permit, waiver, etc.; are fulfilled or secured before procurement is initiated.
• Assist the Procurement Associate to attend to procurement and logistics correspondences and documentation concerning RH and other humanitarian / emergency related commodities with UNFPA’s Procurement Services Branch (PSB) and other relevant HQs technical units and local/global forwarding agents and suppliers and ensure that records are properly filed.
• Serve as back-up to the Procurement team.

Other:

• Undertake other related duties assigned by the supervisor and/or Representative.