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Logistics Data Management Associate

Hiring Office:

UNFPA Yemen Country Office

 

Job Title/Level equivalent :

Logistics Data Management Associate / (G7)

 

Organizational Location and overall responsibilities

The Logistics Data Management Associate located in Sana’a UNFPA Office and reports to Procurement and Logistics Unit.   

Under the direct supervision of Procurement and Logistics Specialist, the Logistics Data Management Associate will be responsible for providing support to the CO in data management of UNFPA programme supplies and assist in implementation of Last Mile Assurance (LMA) activities. The incumbent will also be responsible for maintaining full confidentiality in all aspects of assignment; maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

 

The Logistics Data Management Associate performs his/her duties to support the UNFPA Yemen Country office to ensure adequate system for inventory records capable of monitoring and reporting of the supplies movements/distributions and balances.

 

Scope of work:

 

(Description of services, activities, or outputs)

Key Responsibilities:

Providing assistance for ensuring the inventory information technology system is operating well: 

  • Establishing a system that maintains adequate inventory records capable of tracking inventory movements/ distribution and reporting of inventory receipt dates, PO numbers, batch numbers (if applicable), balances, expiration etc;
  • Establishing data quality standards and works with reporting partner/agencies to ensure standards are met;
  • Ensuring quality data collection techniques are established for reporting;
  • Determining data that needs to be collected and the appropriate data resources for specific programme areas such as RH, GBV and RRM;
  • Establishing a comprehensive CO Shipment Tracking system that captures all commodities procured and shipped to the CO, providing real time information for efficient management of the supply chain;
  • Regularly reconcile ATLAS Shipment Tracker inventory transactions and balances against the ATLAS financial receipts, warehouse stock reports and shipping documents information. Discrepancies identified must be jointly analysed and resolved with the Logistics Focal Point and warehouse focal points;
  • Prepares monthly, quarterly, and annual data reports for distribution;
  • Providing assistance in the CO inventory certification process to ensure the accuracy, completeness, and consistency of data to be submitted to UNFPA HQ;
  • Develops ad-hoc reports as necessary.

Providing assistance in proper and time implementation of Last Miles Assurance (LMA) Activities:

  • The CO Supply Chain Map and Implementing Partners Fact-Sheet must be updated on an annual basis;
  • Quarterly obtaining and verifying Programme Supplies report from the Implementing Partners;
  • Regularly liaise with the Implementing Partners to provide necessary support and guidance on the LMA activities.

Administrative support:

  • Maintaining an office filling system and assist in archiving, maintain up-to date electronic data (google drive) and mailing list;
  • Performing any other duties as needed.

ATLAS Role and Functions:

  • General User and Shipment Tracker Focal Point

 

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  Procurement and Logistics Specialist 

 

Supervisory arrangements:

Under direct supervision of Procurement and Logistics Specialist   

 

Expected travel:

Within or outside the country

 

Required expertise, qualifications and competencies, including language requirements:

QUALIFICATIONS AND COMPETENCIES:

 Education:

A bachelor’s degree related to IT, data management, processing or statistical analysis.

Work Experience:

  • Minimum 2 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 and skills:

Has excellent skills in:

  • Computer applications for data collection, processing and analysis;
  • Principles and practices of data management;
  • Report designs;
  • Statistics.
  • Knowledge of shipping and logistics, warehouse management;
  • 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 CO in Sana’a;

 

Other relevant information or special conditions, if any:

N/A

 

 

Signature of Requesting Officer in Hiring Office:

Date: 11/04/2020

 

 

­­­­­­­­­­­­­­UNFPA offers an attractive compensation package commensurate with qualifications and work experience.UNFPA offers equal opportunities however, qualified females are strongly encouraged to apply.

Please send your application with covering letter including P11 FORM:

To: yemen.vac@unfpa.org

Deadline for applications: 22 April 2020