Hardship Level (not applicable for home-based)

H (no hardship)

Family

UNOPS IICA1

2023-04-01

July 13, 2023

General Background

UNHCR undertakes procurement and delivery of approximately $1bn goods and services annually. Currently, shipment tracking is undertaken manually, based on the Excel sheets and/or accessing the online tracking tools of contracted freight forwarders.
The main logistics services comprise the following:
• International Freight Forwarding services for air, sea and land transport.
• Local/domestic transport mainly by road or air.
• Full and partial air charter (quick response/speed in emergencies) for cargo and passengers(refugee repatriation).
• Export/Import customs clearance.
• Warehousing and other value-added logistics services.
• Introduction of Oracle Transport Management (OTM) Project and its trainings.
The implementation of an automated Shipment Tracking System (OTM) is aimed at providing a professional, cost-effective tool to enable global/local delivery solutions which will lead to reduction of costs and ensure timely delivery of goods.
The OTM Project is in the deployment phase, and UNHCR/SMS is looking for an Associate Supply Officers specializing in shipment tracking to support the implementation process, assist in the preparation of OTM training documents, giving a training to freight forwarders, suppliers, consignee and end-users as well as contributing Delivery Management Unit (DMU) daily shipment tracking with freight forwarders, UNHCR Operations and Global Stockpiles.

2.Purpose and Scope of Assignment

In order to address the issues related to OTM deployment, upcoming trainings and other daily DMU activities, the Supply Management Service (SMS) / DESS is planning to deploy OTM, prepare training plan and documents, finalize business impact and address changes within 2023.Also, it is expected to conduct System Integration (SIT) tests and all trainings as well as Tests (UAT) from in the near future. It is expected that the shipment tracking process and other processes relevant to Transport Management will be further reviewed and refined as part of the Cloud ERP project. Appropriate change management plans will be established in accordance with the approach that will be established by the Business Transformation Programme. UNOPS contractors expected to contribute in above areas as well as daily DMU activities under the supervision and guidance of Head of Unit.
3.Monitoring and Progress Controls
The incumbents will report to the Head of Unit/Senior Supply Officer –Supply Logistics Section, who will monitor the progress of following major activities and milestones:
• Support to deploy OTM, prepare training plan and documents, finalize business impact andaddress changes.
• Support to implement Train the Trainer (TTT), Train the Freight Forwarders, Train the Suppliers,
Train the Consignees, Train the End-Users and conducting System Integration (SIT) tests and User Acceptance (UAT). Conducting other daily DMU tasks assigned by Head of Unit.
4.Duties and Responsibilities
The incumbents will contribute to OTM project including training documentation preparation and execution, deployment of project, apply changes, implementation of SIT and UAT in addition to other daily DMU activities guided by Head of Unit.
This position is located within SMS in Budapest, Hungary. The position requires close collaboration within the Divisional Business Coordinator, Oracle Team, DESS, SMS, the Shipment Tracking Project Manager as well as colleagues in Supply Logistics Section and SMS, UNHCR field operations and Global Stockpiles. The position will also engage with counterparts in the field and stakeholders across many of UNHCR’s Divisions. The incumbents will support the OTM project with the coordination of Oracle Team and DESS Business Coordinator along with Head of Unit.
• Under the Senior Supply Officer of the Head of Order and Delivery Management Unit, contributeto prepare OTM training documents for train the suppliers, freight forwarders, consignees, andend-users.• Participates to trainings and facilitates the training sessions with the coordination of OracleTeam.• Support to deploy OTM along with ERP Cloud Project at the later stage.• Participates to OTM sessions, contributes to process, monitor the business impact andimplementation and report to Head of Unit on the progress.• Contributes to DMU daily activities to monitor the shipments from global suppliers to GlobalStockpiles and to UNHCR Field Operations, provide inputs in case bottlenecks, arrange, andparticipates ad hoc meetings to address the issues if needed.• Contributes to System Integration (SIT) tests and User Acceptance (UAT).• Conducting other daily DMU tasks assigned by Head of Unit.• Engage on all relevant issues related to the end-to-end SCM process, with the project implementing the new Software-as-a-Service ERP.

a.Education (Level and area of required and/or preferred education)
• University degree in Computer Science, Information Technology, Business Administration,Supply Chain, Logistics, or a related field.
• Proven business analysis and technical writing skills and ability to articulate complexbusiness requirements.
• Familiarity with SaaS and cloud ERP applications for shipment tracking
• Excellent communication, presentation, facilitation, and interpersonal skills.
• Excellent written and spoken English.

b.Work Experience
(List number of years and area of required work experience. Clearly distinguish between requiredexperience and experience which could be an asset.)
• At least 3 years relevant work experience with Undergraduate degree or 2 years relevantwork experience with Graduate degree or 1-year relevant experience with Doctorate degree,preferably in the delivery and transport management or related sector.
• Experience in working on projects with process re-engineering and business transformationpreferably alongside system implementation.
• Sound experience in senior stakeholder management.
• Experience in logistics and transport.

c. Key Competencies

• Experience in working for UN organizations / International organizations / NGOs / PublicSector.
• Experience in logistics and transport.
• Experience with implement Oracle Transport Management Cloud.
• Extensive experience in Transport Management system implementation projects.
• Experience in using Microsoft Project Online.
• Relevant Oracle Cloud certifications if any
• Knowledge of UNHCR’s other working languages (French, Spanish).

Standard Job Description

Associate Logistics Officer Organizational Setting and Work Relationships UNHCR delivers timely and quality goods and services to Persons of Concern (POC) in compliance with supply chain rules and procedures. The Associate Logistics Officer manages and supports all activities pertaining to the Logistics function including planning, sourcing & procurement, transport, customs clearance, warehousing management within the area of responsibility (AOR). The position may be located at Headquarters (within DESS), in a Regional Bureau, or in a Country Office. The incumbent is normally supervised by the (Senior) Logistics Officer or other senior staff with Logistics oversight function who defines the objectives and provides general guidance and may supervise some staff and/or AWF. The incumbent will also refer to UNHCR manuals and relevant policy papers. The incumbent will support effective logistics operations that enable the office to meet the needs of POC as well as timely delivery of quality goods and services to them. Further, s/he will assist in the maintenance of logistics infrastructure that is robust and agile enough to accommodate the needs of the Operation and that enables timely emergency responses, along with effective partners and/or contractors to support activities. The Associate Logistics Officer maintains impartial, ethical and customer-oriented relations with suppliers and partner organizations; exchanges information with counterparts in other UN agencies, and international organizations¿ within the limits established by UN /UNHCR Procurements Rules and assists with joint procurement and Logistics actions if, as and whenever necessary. The incumbent will support the coordination of the delivery of assistance from the regional warehouse, if applicable and will liaise with SMS staff who manage the Global Stockpiles as is applicable. Contacts are predominantly with other UN agencies, 3rd Party Logistic providers, Project Partners and Government Departments on relevant subject matters at the working level. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties – Support all activities pertaining to the logistics function including planning, sourcing, transport, customs clearance, warehousing, insurance, asset, and fleet management, as applicable. – In emergency situations (refugees, IDPs and/or any other POCs to UNHCR), coordinate with all stakeholders to ensure that the Organization can, in a timely and cost-efficient manner, provide core relief and non-food items. – Apply sustainable supply chain strategy throughout activities performed. – Update and review the inventory supply demand and forecast to promote optimized inventory levels and the associated sourcing plans aligned with distribution plans. – Resolve difficulties in the global supply chain by finding solutions to problems and bottlenecks. – Apply UNHCR¿s relevant strategy and coordinate activities for the delivery of material assistance according to the operational needs and regularly update the information in the UNHCR ERP system. – Review implementation of the logistics activities providing information on the status of requests and the availability of items at the different steps of the supply chain. – Support the sourcing and procurement process for logistics related goods and services within the area of responsibility (AoR). Contribute to the definition of requirements to ensure timely, cost-effective, and adequate delivery of commodities and services to support operational needs. – Support the supply functions within the AoR through missions and online resources on supply management. – Make recommendations to senior management on resource allocation to support on-going operations – Identify priority operations that require HQ support, based on periodic performance data by country as well as other operational factors and information, or as guided by the supervisor. – Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will inform decisions. – Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on supply chain management and recommendations of the various oversight bodies – Coordinate the calendar of activities for the physical verification exercises (reconciliations, physical inventory exercise) and monitor the execution to promote the accuracy of the UNHCR Financial Year-End statement. – Optimize services provided by contracted third Party Logistics providers and Partners. – Oversee ERP resource management for UNHCR Financial assets through enforcement of established controls and access protocols. – Provide first line support to ERP users. – Facilitate emergency response through the allocation, release, and transport of material assistance from Global Stockpiles and/or Global Suppliers. – Support to country operations by providing on time HQ documentation coordinated to facilitate customs clearance and processing of tax exemptions for dispatches managed by HQ. – Track global supply KPIs. – Provide direction to staff under supervision, including capacity building, team tasking and other HR related duties to ensure an effective, efficient, and unified team. – Disseminate quality information as baseline for quality assessments at both the regional and the country level, establish and/or monitor the application of prevailing quality assurance processes. – Collect and disseminate best practices – Perform other related duties as required. In the Regional Bureaux – Assist Country Operations in the ERP management. – Support Country Operations on how to develop and implement logistical strategies based on the operational context and, particularly in an emergency context. Implement the agreed delivery infrastructure within the region – Support countries need assessment plans and consolidate them for input into the regional procurement plan. – Assist country operations and RB in the contingency planning exercise. – Assist country operations to attain full compliance to rules & regulations in all logistical activities by tracking the progress of specific operations and provide guidance that ensures timely implementation. – Monitor periodic logistics exercises such as inventory reconciliations or physical inventory verification exercises, Supply Chain Management Activities at the Year-End account and ensure that they are implemented throughout the region providing relevant reports to senior managers and HQ. – Review and optimize the regional warehouse network in consultation with the country operations. – Undertake analysis of HQ Supply KPIs and reports and devise regional ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with supply, financial rules and regulations. In the Country Operations – Ensure that the local supply chain functions are optimised and that there is an infrastructure that is robust and flexible enough to accommodate operational volatile requirements. – Ensure effective information flow in the supply chain and share the relevant information with external and internal stakeholders. – Develop relevant contacts and build collaborative relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable. – Undertake analysis of HQ, Regional Supply KPIs and reports and devise local ones as required. Identified and implement corrective measures on the issues relating to logistics in compliance with Supply, Financial rules and regulations. – Ensure compliance with all HQ issued periodic activities e.g. Inventor activities, Year-End closing activities and provide relevant reports to HQ and RB within the given timeframe – Undertake a needs analysis of all transport requirements and suitable mode as per the operational context – Liaise with the procurement function for tendering purposes and establishment of Transport Infrastructure with the requisite capacity and backup – Manage inventory and warehousing according to ¿Best Practices¿ and UNHCR¿s rules and regulations. – In consultation with the Regional Bureau, periodically carry out a country level warehouse network review for optimum service provision. – Ensure that applicable exemptions and approvals are obtained in a timely manner (i.e. tax exemption, import customs clearance, waivers etc.). – Manage service level penalties by taking timely action (i.e. Demurrage, Port charges, container detention charges etc.) – Confirm deliveries under global freight agreements to HQ for purposes of performance monitoring. – Support the establishment and maintenance of an efficient and skilled workforce that can support on-going operational requirements. – Support to Multifunctional Team (e.g. assessing partners) – Implement local quality control process. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Logistics Supply Chain Management Business Administration Economics Engineering International Commerce or other relevant field (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses HCR Supply Chain Learning Programme Fritz Humanitarian Logistics Institute of Purchasing & Supply (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Minimum 1 year of experience in progressively responsible functions in supply logistics, preferably in the UN system. Solution-oriented and capacity to adapt to emergency situations and work under stress. Strong interpersonal and communication skills and the capacity to interact with a variety of cultural and educational backgrounds. Excellent computer skills as well as proven experience in database and statistics management. Desirable Experience in dealing with Emergencies and in interagency logistics coordination in emergency contexts in particular. Other UN procurement and logistics training ¿ such as IAPSO and UNPD. Experience in commercial air charter operations. Experience in customs formalities. Experience in logistics or warehousing. Functional Skills *IT-Computer Literacy *IT-ERP (Enterprise Resource Planning) Functional Knowledge SC-Asset Management SC-Customs clearance SC-Fleet Management SC-Logistics SC-PeopleSoft Supply Chain Management SC-Supply Planning SC-UN/UNHCR Procurement Rules and Procedures SC-Warehouse Management (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Fritz Humanitarian Logistics – Other, HCR Supply Chain Learning Program – UNHCR, Institute of Purchasing and Supply – Other

Other information

This position doesn’t require a functional clearance