Freight and Logistics Associate - UN Web Buy Plus

UN Web Buy

The UN Web Buy team (UNWB) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.

UN Web Buy (unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionality.

The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen, from where it provides global procurement services through the UN Web Buy platform.

Under the direct supervision of the UN Web BuyPlus Team Lead, the UN Web Buy Freight and Logistics Associate will be in charge of monitoring, tracking and follow-up of Logistics/Freight Forwarding and Transportation Services/ Orders and Shipments through the UN Web Buy Plus platform.

The Freight and Logistics Associate will perform the following duties with full effectiveness, transparency, and integrity:

Keeping track of all the shipments through the UN Web Buy Plus platform

• Follows up with suppliers on production schedules to ensure that orders are delivered on time as per agreed terms and timelines and make the corresponding receipts in the ERP system

• Follows up with freight forwarders to ensure that track and trace information is up-to-date and correctly entered in UN Web Buy Plus as per the milestones and timelines agreed in the Freight Forwarder SOPs

• Keeps case officers informed of the progress situation of individual cases and timely escalate issues if required

• Follows up with suppliers and freight forwarders and escalates delays to case officers if required

Providing technical support to case officers related to Logistics aspects

• Assists case officers in the resolution of transport issues and insurance claims

• Prepares ad-hoc reports on freight activities for key clients and partners

• Maintains and nurtures the knowledge management documents and shares relevant information with case officers

• Centralizes global communication on freight market notices and share with the team

• Monitors the freight mailbox and shares information with relevant case officers

• Assists case officers in manual freight requests and provides advice and technical support (e.g. on shipment modes, incoterms, dangerous goods, cold chain)

• Sends reminders to freight forwarders for quotations

• Proposes improvements for cargo consolidation solutions 

Monitoring the logistics processes of UN Web Buy orders and coordinating deliveries directly with freight forwarders and suppliers

• Ensures that all necessary approvals and documents are timely obtained from relevant parties before shipment. This includes inspections documents, permits, certificates, green lights

• Checks and ensures the correctness of shipping documents sent by freight forwarders to consignees

• Coordinates with suppliers and inspection agencies to ensure that relevant inspections have been performed based on commodity and country of destination

• Submits documents needed for waiver purposes

• Where the UN Web Buy plus offers include in-country services (delivery or clearance), the incumbent will coordinate with suppliers, consignees, freight forwarders, and their local agents to ensure fast release from customs

• Submits reports on freight routes and freight forwarder’s performance, monitors data accuracy as requested by the supervisor.

• Keeps track of accumulating (demurrage, storage) charges and escalates to case officers where required 

• Proactively monitors new national rules and regulations for import and custom clearance and informs case officers of potential risks 

• Liaises with other UNOPS HQ units where required 

Actively participating in the continuous improvement of the UN Web Buy Plus platform and data accuracy

• Ensures that the shipping information and transport related documents (MSDS) are up to date on  UN Web Buy Plus in collaboration with the catalogue administrator 

• Helps design the freight module user interface and suggests improvements to the delivery dashboard

• Actively participates in the improvement of freight performance reports
  
  

Supports the catalogue administrator and contract manager as freight forwarder focal point 

• Keeps freight forwarder instructional material and guides up-to-date 

• Assists in producing new guidance and SOPs where required 

• Supports training and onboarding of new freight forwarders 

• Participates in regular meetings with freight forwarders on performance evaluation and operational issues 

Key Results Expected

The effective and successful achievement of results by the UN Web Buy Freight and Logistics Associate directly affects the overall service quality provision, impacting the UN Web Buy clients and partners satisfaction. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of  UN Web Buy as an effective service provider in procurement and supply chain services.

• Secondary school diploma is required. A Bachelor degree would be an asset and may compensate for some of the required years of experience, but is not a requirement.

Experience:

• With a high school diploma, 6 years of experience in Logistics, including at least  3 years of progressive responsible experience in freight forwarding fields is required (ideally both Air and Sea freight). Previous experience of working in international freight forwarding organization is an asset. 

• Experience in incoterms, usage of computers, advanced knowledge of automated procurement systems, experience in handling web based management systems and experience from e-commerce is highly desirable. 

• Experience with G-Suite / Google Workspace is desired

Languages:

• Fluency in English (Reading, Writing and Speaking) is required.

• Knowledge of French and/or Spanish is an asset.

1. Contract type: ICA
2. Contract level: Local ICA Support, level 6
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

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.