Job Details:
- Organization: UNOPS – United Nations Office for Project Services
- Location: Kabul
- Grade: Administrative support – LICA-5, Local Individual Contractors Agreement
- Occupational Groups:
- Operations and Administrations
- Logistics
- Supply Chain
- Closing Date: 2024-01-27
Job categories Administration
Vacancy code VA/2024/B5101/27289
Department/office AR, AFCO, Afghanistan
Duty station Kabul, Afghanistan
Contract type Local ICA Support
Contract level LICA-5
Duration Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period 14-Jan-2024 to 27-Jan-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
UNOPS provides infrastructure, procurement, and project management services to help build the future. To support the achievement of the Sustainable Development Goals, we respond to our partners’ needs and help increase the effectiveness of peace and security, humanitarian and development projects around the world.
Functional Responsibilities
- Shipping and customs clearance
- Inventory, Asset and Supply Management, Custodial, Common Premises
- Fleet management
- Knowledge Building and Knowledge Sharing
1. Logistics and customs clearance
- Review/check shipping documents and issue, submit, and follow up on the request for import permit, tax exemption, and customs clearance documents.
- Draft the letters to the relevant government department for the customs exemption, clearance, and handover of imported items.
- Coordinate with Transport Companies and Freight forwarders regarding shipping documents as well as the loading and unloading process as per the set INCOTERMS
- Under guidance from the Administration/Logistics Senior Associate, coordinate customs clearance procedures for imported goods and equipment.
2. Fleet management
- Upon request, order fleet spare parts and consumables and maintain inventory including fuel distribution and recording.
- Support the development of tools and standard operating procedures for the management of the fleet
- Assist in preparing the maintenance work plan and the budget to cover transportation needs
- Assist the Administration / Logistics Senior Associate in providing on-time, standard monthly reports, including fuel consumption reports, maintenance reports, and any other reports requested by the Supervisor including from the field sites.
- Assist in maintaining a good filing system for the fleet
3. Inventory and Asset Management
- Provide support during the acquisition of materials and equipment to be purchased. When applicable support with procurement team on quality, quantity, specifications, delivery timelines, and product guarantees/warranties Prepare Receipt and Inspection Reports (RIR) for all incoming equipment and supplies and ensure tagging is completed
- Support in asset registration processes of expendable and non-expendable property and equipment for the office.
- Acts as a custodian for management of office supplies and stationery supplies including maintenance of a stock list of these items, distribution as required by staff, and keeping a log of distribution.
- Maintain an updated list of fleet supplies and fuel under each project ensuring accurate records and ensuring there is no waste, fraud, or misuse
- Conducts physical inventory checks, drafts periodic inventory and asset reports, and; supports the investigation of discrepancies
- Ensure all stores and equipment held by the project are stored safely, correctly, and securely depending upon the item classification.
- Ensure all invoices received are timely processed and paid
4. Knowledge building and Knowledge sharing
Impact of Results |
The effective and successful achievement of results by the Administration / Logistics Senior Assistant directly affects the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/program. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
Education:
- Completion of secondary school is required. First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate for some of the required years of experience, but is not required.
- In the absence of a degree, supply chain management or administrative certification is an asset
Experience:
- A minimum of five years of relevant experience in general administrative, or operations support services in national or international public or corporate organizations is required with the completion of secondary school.
- Some experience in UN system organizations is desirable.
- Proficiency in computers and experience in handling web-based management systems is required.
- Experience in the use of Enterprise systems is desirable.
Language Requirements:
- Full working knowledge of English is required.
- Knowledge of another official UNOPS language is an asset.
