Supply Chain Management Associate At UNOPS

Exciting opportunity – Supply Chain Management Associate
Located in Nairobi, Kenya UNOPS Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established operations center in Uganda, Harare, Mozambique and a portfolio of engagements. This portfolio includes transactional projects in partnership with the Nairobi based UN Agencies UN-Habitat and UNEP, in addition to multiple ‘operational’ projects in Tanzania, Burundi, Uganda, Kenya and several Atlantic and Indian Ocean island states.
Purpose and Scope of Assignment
The purpose of this role will be to provide support to the Procurement function at KEOH with regards to the entire importation and distribution of purchased goods to the respective projects on a timeous cost effective basis. To ensure that all relevant and required documentation related to capital acquisitions for projects that are imported is managed effectively and completed accurately and in accordance to UNOPS’s processes and procedures.

** Functional Responsibilities

The associate who will be based in Nairobi, Kenya will report directly to the Procurement Manager under the guidance and overall supervision of the Head of Support Services. The incumbent will be required to travel frequently within the Country Area of Operation. The incumbent will be responsible for Supporting Hub Procurement function with the required logistics activities and associated process, supporting the programme in the following areas:

1. Provide assistance to ensure efficient logistics services, focusing on achievement of the following results:

• Contribute substantively in the development and implementation of a comprehensive logistics system that will operate in accordance with UNOPS logistical procedures;
• Implement a coherent programme wide logistical supply system which will come into effect in accordance with UNOPS procurement rules and regulations;
• Confidentially managing, filing and organizing logistics documentation in accordance with UNOPS processes and procedures;
• Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.t.c. as required;
• Organize for transportation of purchased goods,
• Identify and address any barriers that might impact on efficiency of the logistics activities that support the projects,
• Administer contract performance, including delivery, receipt, warranty, damages and insurance,
• Reconcile and resolve any value discrepancies
• Review and approve shipment and documents from suppliers according to agreed INCOTERMS
• Arrange, track and keep track of all inbound courier whenever required
• Maintain and develop the relationship with existing freight forwarders with main focus on flawless and swift transport keeping a tight control on timely delivery
• Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.tc. as required,
• Carry out all programme logistical services in accordance with UNOPS rules and regulations. Assisting the coordination and implementation of logistics activities, to ensure timely, cost effective and safe delivery of goods and services to clients. Smooth and satisfactory customs clearance, delivery and cargo receipt activities.
• Monitor the progress of shipments for UNOPS and its clients and coordinate the delivery of the same at the client’s delivery places
• Travel to the regions within country In support of any programme issues that require additional support services. Travelling to the States/Regions/Townships to monitor the storage practices of the projects, provide feedback to projects and take all steps to improve the supply chain system in the country.
• Establish effective relations with the different Project Managers in a proactive manner
• Assists in planning, designing and implementation of appropriate logistics systems including warehousing and in-country transport capacity, including establishment of Long Term Arrangements and frame agreements for e.g. customs clearance, storage, transport and distribution as might be required.
• Raises logistics bottlenecks to supervisor for prioritization.
• For emergencies: Coordinates with logistics clusters, and ensures UNOPS interest and supplies are given appropriate priority;
• Facilitate and follow-up timely clearance, delivery and handover of goods and consignments to partners;
• Activity planning
• Supervising staff under his/her responsibility;
• Monitoring logistics activities conducted by the Projects;
• Warehouses renovations/organization;
• Liaison and coordination with Freight forwarders and Transport Companies, the project logistics teams as necessary;
• Handling project complaints regarding the quality of the goods and service at reception and report timely;
• Assist in developing the related storage and distribution strategies;
• Ensure that all the documents transactions are well recorded;
• Check and ensure partners stores and warehouse equipment are being well maintained and the supplies are stored safely, securely and properly;
• Arrange transportation of equipment & materials to the designated location, including loading and uploading and ensure issuance of proper documentation, i.e. delivery notes, packing list, insurance, etc;
• In collaboration with the procurement team, develop related storage and distribution strategies;
• Work with team member counterparts on logistics needs to deliver schedules and provide technical support on handling logistics and cost implications for safe delivery both internationally and nationally;
• Develop monitoring tools related with storage and distribution and update on regular bases standard operating procedures to ensure best practices on storage and delivery;
• Assist in updating team members and recipients on all process and procedures used as well as keeping informed the progress of individual delivery schedule;
• Coordinate and work closely with Project Managers and other department heads, both in the development of proposals and on day-to-day logistics issues and activities (identify needs, priorities, technical support on specifications and implementation /implications costs) to ensure that SSOC programmes are appropriately supported by the logistics function;
• Attend all logistics meetings and briefings;
• Set up proper system on equipment maintenance, repair and replacement during the project lifecycle;
• Work to ensure that routine and emergency security measures, as they relate to logistics, are implemented. Coordinate with security, on movements of staff and materials;
• Advice senior management on logistics management, structures and staffing levels to ensure that they are at all times adequate to meet the requirements of logistics strategy;
• Liaise with UNOPS offices in AFO or HQ on logistics issues if applicable;

2. Facilitate knowledge building and sharing focusing on achievement of the following results:

• Organize trainings for the support and operations staff on supply chain, logistics and asset management processes to ensure the capacity building of the existing support staff at each programme location;
• Ensure that programme appointed support staff are fully aware of UNOPS rules and regulations regarding asset management, as well as programme specific asset management framework;
• Ensure compliance with relevant asset management rules and regulations, and in doing so ensure that support staff is able to carry out asset management functions independently and in accordance with relevant rules;
• Introduce and synthesize lessons learnt and best practices in logistics and asset management;
• Contribute to knowledge networks and communities of practice;
• Perform other related duties as required;
• Assists in organizing training for the operations/ projects staff on Procurement/ Logistics;
• Assists in preparation and synthesis of lessons learnt and best practices in Procurement/ Logistics;

Streamline asset management services, focusing on achievement of the following results:

• Review and update the existing asset management and accounting system for all UNOPS managed equipment and properties in accordance with UNOPS asset management policy in conjunction with the dedicated asset management focal point;
• Conduct inspection and physical verification of all stores and equipment, ensure databases are up to date on the quantity, quality, serviceability, and location of relevant equipment/items ;
• Implement internal control system which ensures that goods in transit are tracked and monitored and the asset registry records are updated on a regular basis;
• Prepare relevant asset disposal documentation for review and approval in accordance with UNOPS rules and regulations;
• Assist in register for assets, non-expendable property and equipment for the office is established and maintained/updated on an ongoing basis and that asset lists are updated on a monthly basis;
• Prepare receipt and inspection reports for all incoming equipment and supplies;
• Issue equipment and supplies to the programmes/projects and maintain updated inventory records;
• Perform other related duties as may be assigned by the supervisor.

3. Monitoring and Progress Controls

• Well-organized, complete and accurate work put together independently with only general guidance; demonstrated understanding of logistics matters in the context of projects and issues within the portfolio and the country;
• Provide weekly summary of activities in process;
• Timely delivery of assigned tasks is required.
• Ensure regular communication with technical, contractual partners to ensure achievement of objectives and implementation of the work plan

4. Final Product

• Timely and efficient servicing of requests and processing transactions affects the team’s overall ability to deliver quality services to clients;
• Accurate, well organized and complete information and records facilitate decision making, and reduce need for corrective action resulting from errors;
• Client satisfaction based on feedback and performance indicators
• Development of SOPs to ensure smooth customs clearance, Good Storage and Distribution practices and other Logistics elements as per UNOPS guidelines
• Updated Logistics and Supply database;
• Monitoring Tools updated and all the related activities are well recorded;
• Capacity building of team members and partners.

** Education

• A secondary school certificate or equivalent qualification is required;
• University degree or diploma or certification in related subjects; Logistics, Procurement, Supply chain or related areas is desirable but not required.

** Experience

• A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/and Asset Management or a combination of any two or the three of the above skills is required;
• A minimum of 1 year of Knowledge and experience in freight forwarding and customs clearance is required;
• Knowledge and experience in Storage and Distribution Practices would is desired;
• knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
• Knowledge of UN Procurement Regulations and Rules would be an asset;
• Skills in import/export is required, minimum 1 year;
• Experience in the use of Google Suite applications is desirable.
• A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/ Cargo Management or/and Asset Management or a combination of any two or the three of the above skills is required;
• Knowledge of freight forwarding and customs clearance activities, customs documentations is highly desired;
• Knowledge and experience in Storage and Distribution Practices would is desired;
• knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
• Knowledge of UN rules and regulations, particularly UNOPS procurement procedures would be an asset;
• Knowledge of government rules and regulations on Import/Export/Customs Clearance would be an asset;
• Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.
• A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/ Cargo Management or/and Asset Management or a combination of any two or the three of the above skills is required;
• Knowledge of freight forwarding and customs clearance activities, customs documentations is highly desired;
• Knowledge and experience in Storage and Distribution Practices would is desired;
• knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
• Knowledge of UN rules and regulations, particularly UNOPS procurement procedures would be an asset;
• Knowledge of government rules and regulations on Import/Export/Customs Clearance would be an asset;
• Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.

** Languages

Fluency in English (writing, reading and speaking) is required.

** Competencies

Integrity and Inclusion: 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.

Leading self and others: 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.

Partnering: 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).

Results Orientation: 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.

Agility: 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.

Solution focused: 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.

Effective Communication: 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.

** Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• This is a local post. As such, it is only open to Kenyan Nationals.
• This position is based in a family duty station.
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

** Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA 6/ ICS 6
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

** Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.