Logistics Assistants

Hiring Office:

UNFPA Yemen Country Office

Job Title:

Logistics Assistant (G5)

Organizational Location and overall responsibilities

The Logistics Assistant located in Hub of UNFPA Project Office and reports thematically to Sana’a Logistics Focal Point and administratively to Head of Hub.   

Under the overall guidance of Procurement and Logistics Specialist, direct thematic supervision of the Programme Associate (Hubs Logistics Focal Point), and direct administrative supervision of head of Hub office, the Logistics Assistant will be responsible to provide logistics, administrative, secretarial support, maintaining full confidentiality in all aspects of assignment; maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

 The Logistics Assistant performs logistics, administrative and secretarial support for UNFPA Yemen Country office in order to ensure proper and timely management of programme supplies to be delivered to final beneficiaries. The Logistics Assistant provides organizational functions of the office in terms of providing effective communication between the project office in hub and main office in Sana’a.           

Scope of work:

(Description of services, activities, or outputs)

The Logistics Assistant is responsible for:

• Safeguarding of UNFPA programme supplies stored in hub warehouse, including:

• Receiving and inspecting incoming shipments to be stored at third-party warehouse, ensuring both quality and quantity;
• Preparing the goods for dispatching to UNFPA’s partners (e.g. arranging appropriate packaging, shipping documents) based on the related request from Logistics Focal Point;
• Ensuring adequate inventory storage and safeguarding conditions are maintained at all times
• Assessment of the warehouse used to store inventory on a regular basis as long as UNFPA inventory continues to be stores therein. The complete assessment report must be shared with Logistics Focal Point;
• Regularly monitoring of product conditions, and any defects or damages identified reported promptly so that remedial actions can be taken;
• Conducting physical stock count according to UNFPA procedures and guidelines; 

• Coordinating and executing all steps necessary for incoming/outgoing shipments;
• Ensuring the appropriate shipment documents are promptly completed, signed and properly filed;
• Interact with third –party logistics service providers (WFP Logistics Cluster, Customs Clearance Agent/Company ant etc);
• Customs clearance activities to be timely completed, based on the country or district’s specific procedures;

• Liaises with clearing agent and ensures timely availability of documentation;
• Ensures data correctness to facilitate clearing;
• Checks all invoices for clearing/forwarding services against service requests.

• Assisting the Logistics Focal Point in reconciling on the inventory stock in hub ;
• Providing weekly and monthly stock reports to Sana’a main office;
• Assisting in preparation of last mile assurance reports, quarterly and annual reports on programme supplies movements, stock on hand and transaction details;
• Provide regular support and guidance to UNFPA partners on the last mile assurance activities;   
• Regularly reporting to the Logistics Focal Point on all aspects of the programme supplies stored in hub;
• Resolve any arising problems or complaints
• Attending logistics related meetings;
• Any other duties as requested by the supervisor.

Duration and working schedule:

The duration of the assignment will be three months initially with possibility for extension.  

Place where services are to be delivered:

Sana’a, Yemen

Delivery dates and how work will be delivered (e.g. electronic, hard copy etc.):

The IC will provide a monthly activity report (electronic)

Monitoring and progress control, including reporting requirements, periodicity format and deadline:

The process will be monitored by the Programme Associate (Logistics Focal Point) in collaboration with Procurement and Logistics Specialist 

Supervisory arrangements:

Thematically the Logistics Assistant reports to Programme Associate (Logistics Focal Point) in hub.

Administratively the Logistics Assistant reports to the Head of the hub.

Expected travel:

Sana’a, as needed.

Required expertise, qualifications and competencies, including language requirements:

QUALIFICATIONS AND COMPETENCIES:

 Education:

• Completion of secondary level education, additional training in logistics, shipping or warehousing is an asset;

Work Experience:

• Minimum three years of experience from a similar function or from administrative jobs encompassing logistics, shipping or warehousing

Language: 

• Fluency in written and spoken English and Arabic;

Competency and Knowledge:

Competency Profile:

 Core Values

• Commitment;
•  Diversity and Inclusion;
• Integrity;

Core Competencies

• Communication;
• Drive for Results;
• Working with People.

Functional Competencies

• Analysing;
• Following Instructions and Procedures;
• Planning and Organizing     

Knowledge:

• Knowledge of shipping and logistics including custom protocol, warehouse management, receiving and inspecting;
• Be able to use current job related computer software and databases. Proficiency in Microsoft Office package, in particular Word and Excel is required. A sound knowledge of Excel based analytical tools and ERP

Inputs / services to be provided by UNFPA or implementing partner (e.g support services, office space, equipment), if applicable:

Office working space at the UNFPA project office in Hub;

Other relevant information or special conditions, if any:

N/A