Logistics Associate

Under the overall guidance of the Project Manager, the Logistics Associate will facilitate the provision of logistics, customs clearance, and warehouse management support. The incumbent will promote a client-focused, quality and results-oriented approach, ensuring compliance with UNOPS policies, UN Security Management System procedures, and national regulations.

The Logistics Associate works in close collaboration with support services personnel, administration and other programme personnel, as well as with personnel of other UN agencies to exchange information and ensure consistent service delivery.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

The Logistics Associate will facilitate: 1. Efficient Logistics Support

• Support the monitoring of all UNOPS project logistics requirements, including coordinating and gathering information on incoming shipments, distribution, and transfer of laboratory, ICT equipment and any other similar equipment to various locations in Zambia, in accordance with UNOPS policies and procedures.

• Assess and organize the logistics function in terms of transport requirements, receipt, handling, storage, and distribution of equipment, and establish proper warehousing and recording systems including asset registers.

• Work in collaboration with Project Managers, Administrative/Operations Officers, and support coordination teams to provide adequate logistics support to the projects.

• Upon request from internal clients, issue equipment and supplies.

• Ensure proper documentation for approvals and receipt of goods/equipment is maintained.

• Work, collaborate, and report to the Asset Management team for the global inventory of the project’s assets and expendables.

• Provide logistics support to ongoing deliveries and field operations within Zambia.

• Implement a Proof of Delivery (POD) system for shipments to field sites, ensuring PODs are signed by the receiver and used during the payment process as proof of service rendered.

• Record and file all shipment and shipping documents, and provide weekly reports on equipment and materials received.

• Provide regular training and briefing to logistics personnel, ensuring that supervised personnel are adequately trained, cross-trained, and equipped to achieve high standards. Support onboarding of new personnel and consultants on logistics procedures.

2. Coordination of Customs Clearance

• Liaise with the Procurement Section for the timely receipt of international shipping documents.

• Prepare for the reception of international shipments, and liaise with Zambian customs authorities, clearing agents, and relevant ministries for tax exemptions, customs clearances, and timely delivery of consignments to the designated beneficiaries.

• Follow up customs clearance documents and approvals with national customs authorities, freight forwarders, and clearing agents to ensure all consignments are released upon arrival.

• Ensure the transport of goods from customs points to ZEMA/UNOPS and other similar warehouses or onward distribution locations.

• Prepare and control exemption requests for contractors, suppliers, and applicable consignments.

• Act as the focal point for assembling, tagging, labelling, and arrangement for the shipment of goods and materials.

• Handle incoming shipments, unpack boxes, and ensure the Receive and Inspection Report (RIR) is completed promptly upon arrival.

3. Warehouse and Asset Management

• Act as team lead, when required, for partner logistics and warehouse assistants and clerks.

• Prepare worker schedules and ensure warehousing and distribution personnel follow safety rules.

• Maintain the logistics filing system, ensuring all equipment information, maintenance schedules, and documentation are properly recorded.

• Ensure that inventories of assets, equipment, and consumables are regularly updated and monitored.

• Oversee assembling, tagging, labelling, and arrangement of goods and materials in the warehouse.

• Ensure that all incoming shipments are inspected and RIRs are completed within 2 working days of receipt.

• Report on cargoes to confirm accuracy and completeness, ensuring detailed packing lists are attached before shipment.

• Assist in inspection and verification of all goods/materials upon receipt to confirm correct quantity, quality, and serviceability.

 Impact of Results

The key results directly affect the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.