Logistics Assistant

Luanda

Organization: UNDP - United Nations Development Programme
Location: Luanda
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Administrative support
- Logistics
- Supply Chain
Closing Date: Closed

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (malaria, tuberculosis, COVID-19, among others), the growing burden of non-communicable diseases and the emergence of health threats such as the COVID-19 pandemic in 2020-2021.

The scope and scale of delivering health and well-being for All demands innovative partnerships and financing. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health projects while simultaneously investing in capacity development, so that national and local partners can assume these responsibilities over time. UNDP’s partnerships with Governments, the Global Fund, International Financial Institutions (IFIs) facilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing health-related funding. In Angola, since 2016, UNDP has been delivering Procurement Support Services (PSS) to the National HIV/aids Institute (INLS), thereby helping the HIV Programme to access affordable, quality health products for the national response to HIV. And since July 2021, UNDP has been the Global Fund Principal Recipient (PR) for Angola, working with several stakeholders to implement the NFM 3/Grant Cycle 6 grant activities in Benguela and Cuanza Sul.

Beginning July 1, 2024, UNDP will continue its Principal Recipient (PR) role for the Grant Cycle 7 (GC 7) in Angola for the period July 1-June 30, 2027. The new grant includes expansion to the third province of Bié. A large portion of the GC 7 grant entails procurement of goods and services under the Procurement and Supply Chain Management (PSM) and across several program components. To support efficient execution of implementation of the various PSM and program management components of the GC 7 grant, UNDP is seeking the services of a Logistics Assistant to be based in Luanda.

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Duties and Responsibilities

1. Support processing import authorization for procured goods:

•    Coordinates with suppliers and UNDP global procurement team as required to ensure timely provision of required import documentation e.g. invoices, Air waybills, Bills of lading etc
•    Supports obtaining of required import authorizations eg Tax exemptions, ARMED certificates and any other required documents and ensure timely submission to suppliers.
•    Provides greenlight to suppliers and UNDP procurement for shipping ensuring that all requirements are in place for a smooth customs clearance process.

2. Collaborate with Customs Clearance agent to ensure a smooth and timely customs clearance process:

•    Keeps abreast of required documentation and customs clearance process to ensure compliance by UNDP for a smooth customs clearance process.
•    Communicates with the Customs clearance agent on incoming shipments and act as the focal point for the provision of required documentation e.g. exemptions, licenses etc. to the clearance agent to ensure a smooth customs clearance process.
•    Regularly follows up with the customs clearance agent during the customs clearance process to ensure timely completion of the process and provide trouble shooting support to resolve any issues that may cause delay.
•    Communicates with warehousing and other end users to ensure timely receipt of imported goods following customs clearance and obtain goods received notes.

3. Participate in performance monitoring of the customs clearance agent:

•    Develops and regularly updates a tracker to monitor the various customs clearance processes.
•    Participates in performance monitoring and evaluation meetings for customs clearance agent and provide feedback on current performance and required improvements.
•    Ensures timely provision of required supporting documentation from the customs clearance agent and collaborate with procurement and finance colleagues in the review and verification of the supporting documents submitted by clearing agent for payment purposes.
•    Supports the elaboration of reports of incidences / damage of goods if any during the customs clearance process and follow up on any required actions.

4.    Support logistics planning and execution as required:
•    Collaborates with Program assistant in planning various travels and missions including development of itineraries, coordination with UNDSS on security aspects, identification of transport needs and planning for the required resources.
•    Acts as logistics and transport focal person during the various missions and coordinate with transport providers as required to ensure timely trip planning and execution.
•    Participates in planning and execution of special logistics operations e.g. LLIN mass campaign distributions, large scale equipment distribution etc. by service providers including ensuring proper documentation is kept ensuring proper tracking.

5.    Receipt, documentation and inventory management for project supplies:
•    Acts as point person for receipt of project supplies and consumables at the Luanda office ensuring that received goods are verified and meet requested specifications.
•    Collaborates with Finance team to ensure completion and proper filling of documentation related to receipt of project assets and supplies.
•    Establishes and implements an inventory tracking system for project supplies and consumables to ensure continuous availability and replenishment as required.
•    Collaborates with Program and procurement colleagues to develop and execute a distribution plan for received supplies and consumables as required.

Institutional Arrangement

Under the guidance and supervision of the Senior PSM Specialist/PSM Manager, the Logistics Assistant will help the UNDP Project Management Unit (PMU) deliver on the Grant expected results through providing logistics support for customs clearance and other internal logistics processes. Supply chain operations constitute a large proportion of the project PSM activities and is very critical to the successful delivery of the Global Fund project in the three provinces. This position ensures that logistics operations are executed efficiently to ensure timely availability of the required inputs for successful implementation of project activities.
The incumbent’s results will contribute to:
•    Smooth and timely customs clearance process leading to timely availability of required goods for execution of planned activities.
•    Proper and effective monitoring and management of the Customs clearance agent and processes
•    Effective planning and execution of travel missions and other logistics operations
•    Effective management and tracking of project supplies and consumables at the Luanda project office.

Competencies

Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Required Skills and Experience

Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization
Integration within the UN: Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work. Knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
Operations Management: Ability to effectively plan, organize and oversee different parts of corporate operations, simultaneously and in an integrated way, to convert the organization’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.
Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
UN policy knowledge - ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Education:

Required:
• Secondary education with specialized qualification or training in procurement or supply Management

Desirable:
• Bachelor’s degree in Procurement, Logistics, Economics, Business, Administration, International Development, Public Administration, Social sciences or any development related field.

Experience:

5 years of experience in of logistics and supply management (with Secondary Education) OR 2 years of experience in of logistics and supply management (with bachelor’s degree)
Experience in Logistics management.
Experience in management of supplier relations and supplier performance management and evaluation.
Experience and knowledge in the importation and customs clearance process.
Experience in supporting health-focused projects.
Work experience in Angola.

Required Language(s):

• Fluency in Portuguese, both written and verbal
• Good working knowledge in English, both written and verbal.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.