Logistics/Administrative Associate ,G7 ,FTA, Amman ,Jordan

The Position:

Under the direct supervision of the Operations Manager, the incumbent will provide logistics, procurement, HR and administrative support to the Country Office, Operations and Programme Units. 

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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.
 

Job Purpose:

The incumbent delivers quality services in logistics, procurement, HR, and administration; provides guidance and support to internal and external clients, in full compliance with all relevant rules, guidelines, processes and procedures.  S/he takes a client-oriented, result-focused approach to interpreting the rules, procedures and guidelines.

You would be responsible for:

Logistics Support:

• Update procurement plan in coordination with programme and operations staff in Jordan CO.
• Take responsibility for all downstream supply chain management activities, including pre-shipment arrangements, custom clearance, receiving and inspection procedures, stock verifications, inventory deliveries to Implementing Partners (IPs) and disposals. 
• Assist in the preparation of the distribution plan for incoming supplies from Supply Chain Management Unit (SCMU) or from local procurement; and ensure that necessary documents and permissions are obtained in advance for the consignment’s arrival in Jordan;
• Work closely with the Shipment Tracker Focal to reconcile any differences between actual movements of inventories and Shipment Tracker records and support preparation of the inventory certification package. 
• Ensure the effective management of UNFPA-provided emergency commodities and SRH supplies, including establishing and maintaining management systems to record, track and report receipt, storage, refrigeration, transportation, distribution and reporting of supplies.
• Assist in the preparation different logistics and procurement reports for internal consumption as well as for external stakeholders. Ensures accurate and correct reporting of warehouse stocks, including movement of items, documentation of recipients. Provides reports on the status of the delivery of supplies 
• Ensure distribution of UNFPA goods and supplies are effectively managed, monitored, controlled and registered in the system, backed up with a manual copy as needed.
• Establish partnerships with agencies that have broader logistics capacity than UNFPA (WFP, UNICEF, etc.) in order to facilitate movement of UNFPA commodities in collaboration/coordination with the RH Commodity Security Analyst.
• Liaise with humanitarian stakeholders, such as the Logistics Cluster, to ensure inclusion of commodities specific to UNFPA’s mandate in collaboration/coordination with the RH Commodity Security Analyst.
• Reviews, verifies and submits invoices related to forwarding, warehousing, insurance and brokerage services provided by supplier/s. 

Other Administrative Support:

• Assist the Operations Analyst to attend to procurement and logistics correspondences and documentation concerning RH and other humanitarian / emergency related commodities with UNFPA’s Supply Chain Management Unit and other relevant HQs technical units and local/global forwarding agents and suppliers and ensure that records are properly filed. 
• Assist the Operations Analyst/Operations Manager in carrying out other administrative functions as requested by the supervisor.
• Prepare travel authorizations, security clearances and payments requests related to official missions. 
• Maintain and keep administrative files, logs, inventories and update records in prescribed format for subsequent use, according to the programme supplies management policy. 

Other:

Undertake other related duties assigned by the supervisor and/or Representative.

Qualifications and Experience: 

Education:  

• Completed Secondary Level Education required
• First University Degree or Diploma in Accounting, Business or Public Administration, Finance or similar discipline highly desirable
   

Knowledge and Experience: 

• Seven years relevant administrative/logistics management experience in the public or private sector;
• Familiarity with UN administrative procedures and the ability to interpret the rules, regulations and procedures and explain them clearly and concisely is desirable.
• Previous experience in the UN is an advantage.
• Proficiency in web-based systems/ERP (e.g. PeopleSoft), MS Office (Word, Excel, PowerPoint) and other computerized applications required.
• Good writing and communication skills.

Languages: 

Fluency in oral and written English and Arabic language is required.

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

•  Business Acumen 
• Data management and logistical support 
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Client orientation and organizational awareness
• Job knowledge / technical expertise 

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
 

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.