Administration Associate (Logistics Associate)

Multi-Country Office Context:

The UNOPS Ghana Multi Country Office (GHMCO), located in Accra, Ghana is responsible for projects in Anglophone West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHMCO is responsible for managing strategic and operational risks engagements portfolio, developing and delivering cost effective services contributing to partners’ sustainable results and achievement of UNOPS management results.

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.  With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Local Context: 

UNOPS has been active in Sierra Leone since 2000 and has delivered a variety of infrastructure projects nationwide, particularly in the fields of Renewable Energy, Health, and Security Infrastructure, and has implemented and procured a variety of vehicles, non-medical health-related items, medical equipment, and Solar Photovoltaic systems.

Under the overall guidance and supervision of the Support Services Manager, the incumbent will be responsible for the implementation of the general policy and procedures of the Organization in terms of management of goods in transit, goods receipts, delivery, warehousing and distribution. He will ensure efficient management of materials and equipment, as well as warehouses, and will perform, at the request of the supervisor, other tasks related to logistics, ensuring high quality and precision/accuracy in the work. The tasks of Inventory and Warehouse assistant will be carried out according to UNOPS policies and procedures as well as the directives issued by the UNOPS office in Sierra Leone.

1. Inventory Management:

Perform all transactions related to warehouses/stores, in accordance with internal procedures of UNOPS:

• Supervises directly or indirectly the contract management, freight, transportation services, including outsourced service providers, client service, conformity with procedures for inventory distribution.

• Ensure inventory materials are tracked from award stage till distribution and handover. This includes but is not limited to freight, customs clearing, transportation, warehousing, distribution and handover.

• Perform the receipt and inspection of goods, verify the accuracy of the information on the UNOPS Purchase Order and the invoice, then prepare the "Reception and Inspection Report" (RIR) for recording them in the inventory system.

• Perform the exit of materials in accordance with the procedures put in place, and record all movements on time in the inventory system.

• Keep a stock account of the stored goods, using a spreadsheet, or using a more developed management system "Warehouse Management System."

• Properly organize the storage of inventory materials accordance with safety standards.

• Regularly carry out the inventory of the goods contained in the warehouses/stores and produce their exact and updated list.

• Evaluate the stock level and notify the appropriate stakeholder of new needs or surplus equipment.

• Accurately retrieve goods from their storage space.

• Supervise loading of items into vehicles for distribution.

• Ensure the safe-handling of all products during picking, loading, discharging and stocking to avoid any damages.

• Assist in keeping the warehouse clean and organized.

• Provide assistance with the actual delivery of inventory.

• Adhere to all policies and procedures 

• Ensure that goods are stored in their proper locations.

• Safeguard goods at all times.

• Supervises external contractor for transportation services, including client service and processing of invoices. 

• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.

• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

The effective and successful achievement of key results by the Inventory and Warehousing Assistant directly affect the overall efficiency of the office’s provision of administrative services, impacting its capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes 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.

• A minimum of five (6) years of relevant experience in general administrative, or operations support services in national or international public or corporate organizations is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (Google or Microsoft) and experience handling web-based management systems is required.
• Experience in use of Enterprise Systems is desirable.

Contract type: Individual Contractor Agreement (ICA)

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This position is based in Freetown, Sierra Leone which is a family duty station. 

Terms and Conditions 

• 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 ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.