ICT Senior Assistant - Logistics

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. 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.

The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster (SDC) supports diverse partners with their Peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York. The SDC has a footprint of approximately 125 countries.

The Department of Operational Support (DOS) is responsible for the delivery and maintenance of Information and Communications Technology (ICT) in support of operational requirements of peacekeeping missions as well as special political missions (hereinafter “field missions”). DOS is also responsible for the delivery and maintenance of the Service for Geospatial, Information and Telecommunications Technologies (SGITT) in support of the operational requirements of Peacekeeping Missions, Special Political Missions, as well as DPO and DOS at Headquarters.

SGITT is one of the fundamental components that enable substantive work of field missions. Timely and secure communications and information exchange within and between UN Peacekeeping Missions and Headquarters is critical to meet the core strategic, operational and tactical mandate of the United Nations. It is of paramount importance that robust, fault-tolerant and scalable GITT infrastructure is in place to maintain operations in the event of natural or man-made disasters, disruption in the theatre of operation, or as Security Council mandates change.

The Cost Recovery and Coordination services team (CR&CS) within the Office of the Chief SGITT, enables the Office and the four core SGITT Sections to deliver their mandates across two locations (Brindisi and Valencia) in support of field operations and other (including cost recovery) clients. In particular, at the Valencia Facility (known as UNICTF), CR&CS plays a key role in facilitating sustainable partnerships with existing and new co-located entities at UNICTF; Managing and executing the SGITT budget and related cost-recovery programme; Supporting campus operations; Developing and maintaining constructive relationships with host country, national, regional and local authorities; and working with Spanish host government and local, regional and national authorities in relation to the Spanish Government’s expansion of UNICTF.

The incumbent is expected to facilitate all logistics and transportation requirements at UNICTF and will be responsible to:

Support all of the logistics activities of UNICTF to include, import and export procedures in relation to international shipping and customs, provision of goods and services from local suppliers in line with the Facility’s needs, receiving and inspecting goods along with their distribution, and warehouse maintenance.

This is a position in UNOPS for supporting projects carried out for the United Nations Secretariat.

Under the overall admin supervision of UNOPS Programme Manager or his/her delegate and operational oversight of the Chief CR&CS or his/her delegate, the ICT Senior Assistant – Logistics will work on for providing practical support to logistics activities of UNICTF.

Summary of key functions and duties:

1. Logistics Support
2. Knowledge Management

The main responsibilities will include but not limited to the following:

1.      Logistics Support:

• Assists in coordinating and monitoring the required logistics support within UNICTF with different agencies and hosted partner organisations as well as UNICTF/UNGSC;
• Liaises with all stakeholders, including local and other authorities, and third party contractual service providers, on all logistics related matters;
• Controls and manages supply-related items requisitioning and delivery, as required;
• Records contract actions and plans and monitors shipment activity. This includes coordinating with all stakeholders on delivery schedules, inbound and outbound and import and export formalities as needed; follow-up and receipt of Receiving and Inspection (R&I) Reports, verification of invoices against R& I reports, recording contract status at all stages of processes;
• Makes arrangement for proper handover to client, freight forwarders and/or the UNICTF warehouse;
• Assists with logistics-related-contract management as required;
• Acts as primary focal point for all maintenance-related support for UN vehicle fleet at UNICTF, including addressing preventative and regular maintenance schedule; liaise with UNGSC Transport Unit as needed;
• Translates documents, letters, Memorandum of Understanding (MOUs) or memos as requested
• Prepares weekly reports on activities or as and when required.

•  Maintains files, databases and other organisational information repositories used by UNICTF (such as Umoja);
• Classifies and files appropriately all reports, correspondences and memos to and from UNICTF.

• High school diploma or equivalent is required. 
• A first level university degree (Bachelor’s degree) may substitute for some of the required years of experience.

Desirable: 

• Training in Supply Chain/Logistics is highly desirable

• 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.

• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.

• 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.

• 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. 

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. 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.