Logistics Senior Assistant

1. Logistical Coordination

• Support the delivery, transportation, storage, and distribution of project equipment, furniture, and supplies across designated sites (e.g., schools, hospitals, and government facilities).

• Facilitate logistical arrangements for installation and handover activities, ensuring smooth coordination with project teams, vendors, and recipient entities.

• Liaise with contractors and suppliers to confirm delivery schedules, identify discrepancies, and promote timely arrival of shipments.

• Arrange secure transport routes, coordinate vehicle scheduling, and ensure appropriate logistics support for missions or fieldwork.

• Support inspection and verification processes for delivered goods, Support in  identifying and escalating any issues related to damage, quality, or quantities received

• Manage transportation arrangements including route planning and vehicle scheduling

• Secure storage or warehousing when needed.

• Maintain accurate records of all incoming and outgoing equipment, materials, and furniture using appropriate asset tracking systems.

• Conduct periodic physical inventory checks and ensure proper tagging, storage, and documentation of project assets.

• Assist in tracking  the movement, transfer, disposal, or reallocation of assets in line with UNOPS procedures.

•   Promptly report any loss, damage, or discrepancy of assets to the Senior Project Manager and initiate appropriate follow-up actions.

•  Assist with tagging, coding, and maintaining asset registers.

•  Support in asset disposal or transfer processes as per UNOPS policy

•  Support the project team in Preparing and maintaining basic documentation of logistics-related activities, including inventory records, shipping documentation, delivery notes, and customs papers.

• Contribute to progress reports by incorporating logistics operations inputs, challenges, and final resolutions.

• Maintain electronic and hard-copy filing systems that are audit-ready and compliant with UNOPS and donor reporting requirements.

• Update and monitor logistics, and customs clearance tracking tools to ensure accurate and timely reporting.

•   Support customs and clearance document filing for audit compliance.

•  Ensure transport logs and maintenance records are updated regularly.

• Liaise with suppliers with respect to customs clearance documents, shipping invoices, and exemption requests for all imported goods and equipment to support an adequate custom clearance process.

• Liaise with customs authorities, clearing agents, to  facilitatethe clearance process.

• Monitor and follow up on transit documentation to ensure timely discharge of bonded cargo.

•  Work together with the project team and procurement unit to secure their “green light” approvals for shipping and ensure exemptions are in place before release of goods.

•  Coordinate vehicle allocation, scheduling, and maintenance to support transport of staff, goods, and materials.

•  Monitor vehicle usage, fuel consumption, and maintenance schedules using internal tracking systems.

• Manage car rental contracts and oversee external service providers for fleet maintenance.

• Ensure vehicle registration, insurance, and licensing requirements are up to date and in compliance with host country laws.

• Assist in processing visa applications, and travel authorizations for international staff, consultants, and official missions  

• Share with the suppliers the exemptions obtained from the donor or government authorities. 

• Support communication and documentation with the ministries and relevant government agencies for all project-related formalities.

•  Liaise with  third-party service providers (e.g., clearing agents, transport companies, fleet maintenance vendors) against agreed service levels.
• Support procurement processes by collecting quotes, promoting timely delivery of services.
•  Review and process invoices related to logistics, customs clearance, transportation, and fleet management.

• Contribute to the development of Standard Operating Procedures (SOPs) for logistics, customs, transport, and asset management functions.

•  Contribute to knowledge sharing, including capturing lessons learned and identifying best practices for future project phases.

•  Support training and capacity-building activities related to logistics and administrative procedures for project personnel.

Education 

• Completion of secondary school is required.

• A bachelor's degree may substitute for some of the required years of experience.

Work Experience 

• A minimum of five (5) years of experience in general administration, supply chain management, logistics, and/or asset management is required 

• Experience in computers and in handling web-based management systems is required. 

• Experience working in an international organisation is desirable.

• Experience in the use of Enterprise systems is desirable.

Language Requirement:

• Fluency in English and Arabic (speak, read, and write) is required.