Under the direct supervision of the Head of Support
Services, and in accordance ...
Under the direct supervision of the Head of Support
Services, and in accordance with UNOPS policies, procedures and practices, the
Logistics Analyst is responsible for effective delivery of the Accommodations
services and overall HUB logistical support.
She/he will be more specifically in charge of planning
and organizing of importation, customs clearance, storage and distribution of equipment
imported for UNOPS clients, in accordance with the Financial Rules and
Regulations applicable to UNOPS and policies and procedures governing UNOPS
procurement activities and the procurement and quality assurance.
The Logistics Analyst works in direct collaboration with the Procurement
Officer, Head of Programme, and Business Development Unit to successfully plan
and deliver logistical services.
His/her duties include:
1- Proper
management of Hub Logistic functions according to UNOPS rules and regulations,
focusing on achievement of the following results:
- Stock
management system and regular inventory control system is in place and
operational
- Assure a
proper management and record keeping for project assets including accounting
for and monitoring depreciation
- Implement
assets disposal procedures according to the agreed arrangements
- Distribution
and recovery of material (check-in/check-out forms)
- Briefs
and assists new international staff, experts and consultants about logistics
& administrative requirements and procedures
- Supervise
the preparation/maintenance and update of the assets management database for
projects
- Work in
close collaboration with Finance and Procurement Units in the preparation and
submission of the annual Assets Inventory Report to the Regional Office/HQ
- Ensure
that each Project Team prepares/maintains and updates Project inventory list;
as well as certifies the physical check/working conditions of all project
equipment
- Liaise
with UNDSS for security matters, and act as Security Focal point in Kinshasa
- Ensure
proper and timely customs clearance procedures
- Ensure
recording of assets in the asset register in compliance with PPE
- Work in
close collaboration with Procurement Officer and participate in the
implementation of the procurement plan for goods and services, such as
sub-contracting of local companies (i.e. office equipment maintenance, security
service), renting and rehabilitating of premises, communication systems, office
equipment and supply, transportation and fuel agreements in coordination with
the management
- Work in
close collaboration with Procurement Unit on procurement of services for the
maintenance of office premises and related office equipment and vehicles
- Ensure
that the office premises are maintained and necessary repairs and maintenance
are carried out in a timely manner
2- For
dedicated Procurement and Distribution projects, ensure that all equipment are
purchased, shipped, receipted, stored and distributed in a timely manner.
- Monitor
storage and distribution. Ensure close coordination of storage and distribution
activities
- Conduct a
gap analysis of the current receipting, storage and distribution system and
develop strategies to improve the system as required
- Provide
technical support on specifications, cost implications and logistics for safe
delivery both internationally and nationally
- Provide
advice and technical support on the storage and distribution and develop
appropriate strategies as required
- Ensure
that all logistics actions are conducted as required by UNOPS according to
UNOPS Financial Rules and Regulations and the applicable policies and
procedures as well as the highest degree of personal and professional ethics
- Update
standard operating procedures to ensure best practices
- Update
and train team members of all process and procedures used as well as
keeping informed the progress of individual purchase contracts
Knowledge Management:
- Actively interact with other PMs to share
case studies, lessons learned and best practice on the Knowledge System
- Provide feedback to Practice Leads on policy,
supporting guidance with an aim towards continuous improvement of UNOPS
policies
- Complete lessons learned as per reporting
format for areas under his responsibility
Personnel Management:
- Supervise, guide and train logistics
personnel on proper management and record keeping in the following areas
- Support and advise on logistic operations
activities of the Operations
- Supports, mentors and leads the Logistics
Unit on a timely and cost-efficient delivery of tasks and duties
- Briefs and assists new international staff,
experts and consultants about logistics for the HUB requirements and
procedures
- Supervise the logistics personnel on the
preparation/maintenance and update of the assets management database for
projects
- Performs other duties as and when assigned by
the supervisor