Ict Senior Assistant - Logistics

Background Information - Job-specific

**** THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO ARE SPANISH OR EUROPEAN UNION CITIZENS OR APPLICANTS WHO POSSESS A VALID RESIDENCE AND WORK PERMIT IN SPAIN ARE ELIGIBLE FOR CONSIDERATION******

***** FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY******UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster (SDC) supports diverse partners with their Peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

The Department of Operational Support (DOS) is responsible for the delivery and maintenance of Information and Communications Technology (ICT) in support of operational requirements of peacekeeping missions as well as special political missions (hereinafter “field missions”). DOS is also responsible for the delivery and maintenance of the Service for Geospatial, Information and Telecommunications Technologies (SGITT) in support of the operational requirements of Peacekeeping Missions, Special Political Missions, as well as DPO and DOS at Headquarters.

SGITT is one of the fundamental components that enable substantive work of field missions. Timely and secure communications and information exchange within and between UN Peacekeeping Missions and Headquarters is critical to meet the core strategic, operational and tactical mandate of the United Nations. It is of paramount importance that robust, fault-tolerant and scalable GITT infrastructure is in place to maintain operations in the event of natural or man-made disasters, disruption in the theatre of operation, or as Security Council mandates change.

UNOPS has signed an agreement with the United Nations Global Service center to provide a critical role as the as the resilient operational hub for the support and delivery of technology services and solutions to field operations and a broad range of Secretariat and United Nations system clients. As a unified, singular service provider, SGITT provides reliable, resilient and innovative geospatial, communications and information technology services, including centralized connectivity, hosting and monitoring support, ensuring that staff members in field missions and at Headquarters have access to critical enterprise systems. The Cost Recovery and Coordination services team (CR&CS) within the Office of the Chief SGITT, enables the Office and the four core SGITT Sections to deliver their mandates across two locations (Brindisi and Valencia) in support of field operations and other (including cost recovery) clients. In particular, at the Valencia Facility (known as UNICTF), CR&CS plays a key role in facilitating sustainable partnerships with existing and new co-located entities at UNICTF; Managing and executing the SGITT budget and related cost-recovery programme; Supporting campus operations; Developing and maintaining constructive relationships with host country, national, regional and local authorities; and working with Spanish host government and local, regional and national authorities in relation to the Spanish Government’s expansion of UNICTF.

The incumbent is expected to facilitate all logistics and transportation requirements at UNICTF and will be responsible to:

Support all of the logistics activities of UNICTF to include, import and export procedures in relation to international shipping and customs, provision of goods and services from local suppliers in line with the Facility’s needs, receiving and inspecting goods along with their distribution, and warehouse maintenance.

This is a position in UNOPS for supporting projects carried out for the United Nations Secretariat.

The incumbent of this position will be a staff member of UNOPS under its full responsibility.

Functional Responsibilities

Under the overall admin supervision of UNOPS Programme Manager or his/her delegate and operational oversight of the Chief CR&CS or his/her delegate, the ICT Senior Assistant – Logistics will work on for providing practical support to logistics activities of UNICTF.

Summary of key functions and duties:

1. Logistics Support
2. Knowledge Management

The main responsibilities will include but not limited to the following:

1.Logistics Support:

• Assists in coordinating and monitoring the required logistics support within UNICTF with different agencies and hosted partner organisations as well as UNICTF/UNGSC;
• Liaises with all stakeholders, including local and other authorities, and third party contractual service providers, on all logistics related matters;
• Controls and manages supply-related items requisitioning and delivery, as required;
• Records contract actions and plans and monitors shipment activity. This includes coordinating with all stakeholders on delivery schedules, inbound and outbound and import and export formalities as needed; 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;
• Makes arrangement for proper handover to client, freight forwarders and/or the UNICTF warehouse;
• Assists with logistics-related-contract management as required;
• Acts as primary focal point for all maintenance-related support for UN vehicle fleet at UNICTF, including addressing preventative and regular maintenance schedule; liaise with UNGSC Transport Unit as needed;
• Translates documents, letters, Memorandum of Understanding (MOUs) or memos as requested
• Prepares weekly reports on activities or as and when required.

2. Knowledge Management

• Maintains files, databases and other organisational information repositories used by UNICTF (such as Umoja);
• Classifies and files appropriately all reports, correspondences and memos to and from UNICTF.

3. Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Impact of Results

The result of work of the ICT Senior Assistant – Logistics impacts on directly on delivery of services that satisfy the requirements of the Section as well as the performance of the services implemented. It will also ensure proper processes and methodologies are followed and implemented according to the latest of the industry standards. The incumbent is responsible for ensuring activities for all global locations are in line with the overall business targets and UN policies, rules and regulations.

Education/Experience/Language requirements

**FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

****Education:****** - High school diploma or equivalent is required.- A first level university degree (Bachelor’s degree) may substitute for some of the required years of experience.

Desirable:

• Training in Supply Chain/Logistics is highly desirable

Experience:

Required experience:

• A minimum five (5) years of experience in Supply Chain or Logistics or related area.
• A valid national drivers’ license.

Desirable:

• A valid national forklift drivers’ license
• Experience in working with SAP/Umoja or similar organizational ERP system;
• Proficiency in the use of Office 365 suite;
• Experience in working in the United Nations or similar international organization.

Language Requirements:- Fluency in English and Spanish (read, write, speak) is required.- Knowledge of another United Nations official language is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: StaffContract level: G5Contract duration: 'One year initially, renewable subject to satisfactory performance and funding availability'

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.

• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.