The Logistics Associate will report to the Project Manager and Operations Manager and deliver quality services in procurement and logistics for a project entitled “‘Leaving No One Behind’ COVID-19 Responses for Vulnerable Women and Older Persons in Indonesia”. His/her primary role is to facilitate a fully accountable, smoothly functioning, well-managed and results-oriented delivery and distribution of inventories procured by UNFPA.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
The Logistics Associate will deliver quality services in procurement and logistics on the day to day forecasting, ordering and tracking inventories, in-country clearing, storage, receiving, recording and distribution. His/her role is to facilitate a fully accountable, smoothly functioning, well-managed and results-oriented delivery and distribution of inventories procured by UNFPA. The National Logistics Associate closely collaborates with the programme and operational staff in the Country Office.
Summary of Key Functions:
- Logistics Planning and Implementation;
- Information & Inventory Management; and
- Quality Assurance activities, End-user Monitoring and Inventory control and Any other duties as required.
Logistics Planning and Implementation
- Plan, implement and monitor the progress of procurement of project and humanitarian supplies such as dignity kits, IEC materials, and other equipment including negotiation with vendors/ suppliers
- Monitors the status of incoming shipments, both from local and international, in close coordination with the Procurement Services Branch (PSB) and the Requesting Unit.
- Ensure the implementation of Last Mile Assurance (LMA), supply chain management (SCM), procurement, Procurement and Logistics Management Information System as per UNFPA rules and regulations
- Processes all necessary documentation for the Request for Exemption for all incoming shipments from abroad. Ensure that documents are ready and will be provided to the broker and forwarder before the arrival of the shipment to the port of entry.
- Coordinate receipt in warehouse, distribution, and direct hand-over to Implementing Partners (IPs)
- Ensures coordination with the warehouse manager and prepares Service Requests Forms (SRFs)/ Delivery Slips/ Receiving and Inspection (RIR) for all UNFPA shipments
- Train warehouse workers on handling, storage and safekeeping of UNFPA’s Emergency Supplies (i.e. Reproductive Health kits, Dignity kits), other humanitarian Items (i.e. Women’s Kits, Maternity Packs, WFS Tents), and other items that will enable timely response to Humanitarian-related needs.
- Reviews, verifies and submits bills and/or invoices related to forwarding, warehousing, insurance and brokerage services provided by supplier/s to the Requesting Unit for Requisition.
Information & Inventory Management
- Keeps the Shipment Tracker (ST) focal point informed of all movements in/out of the warehouse and all other deliveries from port/supplier directly to the IP. The Logistics Associate is responsible to provide the shipment tracker focal point with the required documentation to update the inventory in UNFPA’s ERP.
- Prepares, logs and archives all logistics-related documents in accordance with the organizational requirements.
- Maintains a report on the status of goods in transit/incoming shipments and shares the status with programme & operations units across UNFPA.
- Maintains Last-Mile Assurance (LMA), supply chain (SC), procurement and warehouse checklist, inventory management report, authorization to hold inventory, logistics spot check (if needed) and other forms that are regularly reported.
- Liaison with the Operations team on inventory-related matters such as ageing inventory request for inventory write-off or adjustment (RIWA), Shipment Tracker status, reconciliation, and adjustments. Update on locally procured goods and any other inventory-related ad hoc requests.
Quality Assurance activities, End-user Monitoring and Inventory control and Any other duties as required
- Participate in spot checks and assessments of Implementing Partners (IPs) with a focus on logistics/warehouse/distribution compliance and subsequent capacity building.
- Contribute to the development of inventory tracking/reporting tools and SOPs developed by UNFPA in Indonesia.
- Coordinate pre-shipment inspections for designated shipments.
- Support quarterly and annual physical inventory counts of project supplies stored in UNFPA the managed warehouse. In addition, if need be, the logistics Associate is responsible for the reconciliation of the physical count sheets and supporting the preparation of Inventory Certification with Shipment Tracker focal point
- Support in supply chain/procurement/logistics activities as requested by the supervisor.
Qualifications and Experience:
- Bachelor’s degree in accounting, business/public administration, finance, management and/or related discipline.
- Certification in Procurement/Logistics/supply chain management is an advantage.
Knowledge and Experience:
- Minimum of 5 years of progressively responsible experience in supply chain management, logistic or procurement in the public or private sector.
- Familiarity with UN administrative procedures is preferable.
- Previous experience in the UN an advantage.
- Fluency in oral and written English and Bahasa Indonesia.
- Proficiency in current computer office software applications.
- Proficiency in web-based ERP systems and LMIS.
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
- Ability to lead the formulation, implementation, monitoring and evaluation of development projects.
- Delivering results-based programmes
- Internal and external communication and advocacy for results.
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.