‘PLEASE NOTE THIS VACANCY is ONLY OPEN FOR NATIONALS OF INDONESIA’
The Post:
The Programme Assistant, Humanitarian Logistics supports effective Country Programme and project delivery in addressing the immediate humanitarian needs, supporting national capacity building, by delivering accountable and quality services in procurement and logistics for Humanitarian preparedness and responses in the field, and ensuring an integrated continuum approach across the humanitarian-development nexus.
You will report to the Programme Analyst, Humanitarian.
Job Purpose:
The Programme Assistant, Humanitarian delivers quality services in procurement to internal and external clients, mastering all relevant UNFPA rules, guidelines, processes, and procedures; providing support and guidance to the Country Office and UNFPA programmes and projects in humanitarian situations.
You deliver quality services in procurement and logistics based on the day-to-day forecasting, ordering, and tracking inventories, in-country clearing, storage, receiving, recording, and distribution in the area of Humanitarian. Facilitating a fully accountable, smoothly functioning, well-managed, and results-oriented delivery and distribution of inventories procured by UNFPA.
You establish systems and procedures and assist in the creation of knowledge by compiling, synthesizing, and analyzing relevant information, developing appropriate mechanisms and systems, and ensuring compliance with procedures.
You would be responsible for:
Programme support
A. Assist with logistics planning and implementation
- Assist in the preparation of Specifications, Terms of Reference, and solicitation documents.
- Plan, implement and monitor the progress of procurement of project and humanitarian supplies such as dignity kits, IEC materials, and other equipment including negotiation with vendors/ suppliers
- Monitors the status of incoming shipments, both from local and international, in close coordination with the Procurement Services Branch (PSB) and the Requesting Unit.
- Ensure the implementation of Last Mile Assurance (LMA), supply chain management (SCM), procurement, Procurement and Logistics Management Information System as per UNFPA rules and regulations
- Processes all necessary documentation for the Request for Exemption for all incoming shipments from abroad. Ensure that documents are ready and will be provided to the broker and forwarder before the arrival of the shipment to the port of entry.
- Coordinate receipt in warehouse, distribution, and direct hand-over to Implementing Partners (IPs)
- Ensures coordination with the warehouse manager and prepares Service Requests Forms (SRFs)/ Delivery Slips/ Receiving and Inspection (RIR) for all UNFPA shipments
- Reviews, verifies and submits bills and/or invoices related to forwarding, warehousing, insurance and brokerage services provided by supplier/s to the Requesting Unit for Requisition.
- Coordinate with District offices for distribution processing and ensure the completeness of receipt documentation from targeted beneficiaries in any humanitarian responses
B. Assist Logistics Management for emergency preparedness and response
- Assist in forecasting and procurement of emergency reproductive health Kit.
- Keeps the Shipment Tracker (ST) focal point informed of all movements in/out of the warehouse and all other deliveries from port/supplier directly to the IP. The Humanitarian Field Assistant is responsible to provide the shipment tracker focal point with the required documentation to update the inventory in UNFPA’s ERP.
- Prepares, logs and archives all logistics-related documents in accordance with the organizational requirements.
- Maintains a report on the status of goods in transit/incoming shipments and shares the status with programme & operations units across UNFPA.
- Maintains Last-Mile Assurance (LMA), supply chain (SC), procurement and warehouse checklist, inventory management report, authorization to hold inventory, logistics spot check (if needed) and other forms that are regularly reported.
- Liaison with the Operations team on inventory-related matters such as ageing inventory request for inventory write-off or adjustment (RIWA), Shipment Tracker status, reconciliation, and adjustments. Update on locally procured goods and any other inventory-related ad hoc requests.
C. Quality Assurance activities, End-user Monitoring and Inventory control
- Participate in spot checks and assessments of Implementing Partners (IPs) with a focus on logistics/warehouse/distribution compliance and subsequent capacity building.
- Contribute to the development of inventory tracking/reporting tools and SOPs developed by UNFPA in Indonesia.
- Coordinate pre-shipment inspections for designated shipments.
- Support quarterly and annual physical inventory counts of project supplies stored in UNFPA the managed warehouse. In addition, if need be, the Humanitarian Field Assistant is responsible for the reconciliation of the physical count sheets and supporting the preparation of Inventory Certification with Shipment Tracker focal point
- Support in supply chain/procurement/logistics activities as requested by the supervisor.
- Facilitate the Post Distribution Monitoring for any humanitarian assistance.
Financial support
- Support budget revisions based on approved workplans and justifications, and monitor project budgetary commitments and expenditure;
- Support checking and examining various project financial reports for accuracy and consistency against approved budgets;
Administrative support
- Ensures that all official documents are prepared and kept in the project files for retrieval and archiving.
- Facilitates project activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records;
- Prepares necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts);
- Support facilitation of knowledge‐sharing between programme and operations clusters;
- Assist in drafting routine project-related correspondence;
- Provides information to missions, visitors and other counterparts requesting.
Qualifications and Experience:
Education:
Completed Secondary Level Education required. A first-level university degree in social sciences/or other related fields is desirable.
Knowledge and Experience:
- Five years of relevant experience in programme/ project management.
- Knowledge on Logistic and Procurement
- Working in team
- Time management and multi-tasking ability
- Knowledge of inventory management
- Knowledge of financial management
- Proven skills in communication and writing.
- Ability to express clearly and concisely ideas and concepts in written and oral form.
- Proficiency in current office software applications and corporate IT systems.
Languages:
Fluency in verbal and written English and Indonesian language is required.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
Functional Competencies:
- Logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and multi-tasking
- Managing financial processes
- Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software.
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus cost of living adjustment, rental subsidy, education grant, home leave, health insurance and other benefits as applicable.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
