Job Opening

Posting Title: SHIPPING/ LOGISTICS ASSISTANT, G6 (Temporary Job Opening)
Job Code Title: LOGISTICS ASSISTANT
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 31 May 2019 - 13 June 2019
Job Opening Number: 19-Logistics and Supply Chain-ECA-117292-J-Addis Ababa (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is located in the Shipping and Logistics Unit of Supply Chain Management Section (SCMS) with in the Division of Administration (DOA), at the Economic Commission for Africa. Addis Ababa, Ethiopia. The incumbent reports to the Supervisor of Shipping and Logistics Unit under the Chief of Supply Chain Management Unit, which is an office responsible for inbound and outbound official, personal effects and household as well as vehicle of international staff member’s shipment.

Responsibilities

Within delegated authority, the Shipping/Logistics Assistant will be responsible for the following duties:

•Supply/Organize the duty free importation, exportation and insurance of all official goods as well as of vehicle and other personal and household effects of staff with duty free entitlements;

•Verifies that both outgoing and incoming shipments, consignments and cargo contain approved materials only;

•Draft note verbale, diplomatic declarations, credit letters, shipping advice, explanatory letters, certificates and other documents and correspondence required to support the duty free import and export of shipments;

•Prepares tender and bid documents for service required by the Unit; prepare monthly report for the Chief of SCMS and Logistics Unit on the activities of the Unit as well as on the status cases (i.e. on progress on time to be cleared etc.);

•Assist in the preparation of budget, statistics and other statements relating to the Shipping and Logistics Unit for supervisor and management;

•Check, verifies and process for payment through UMOJA, invoices for services rendered to the commission by air carriers, movers and packers, transit agents and the maritime and Transit Services. This involves apportionment of costs between the organization and staff members in the case of personal shipments;

•Submits verified invoices to the Unit supervisor for certification prior to submitting to the Finance Section for payment;

•Organize and coordinate the processing of diplomatic declarations for the purchase of consumables and goods for the official use of the secretariat;

•Briefs new staff members on privileges and immunities on the activities and service rendered by the unit as well as on rules, procedure, and host country agreement; attendance record of the Unit;

•Maintains and update database relating to incoming and outgoing shipments both organizational and staff members’ personal property and staff members’ duty free purchases and sales of household goods;

•Arrange the appropriate documentation and permit required for the clearance importation and exportation of each type of goods (ranging from vaccines, medical equipment and other medical supplies, communication equipment as well as for each type of shipment, organizational or personal;

•Ensure that each consignment is supported by all relevant documents which are required for security government approval to clear or to export shipments;

•Arrange appropriate insurance through UN official insurers in New York, Geneva or Vienna for outgoing consignments; arranges, facilitates and follow up insurance claims for damaged organizational and personal shipments;

•Ensures follow-up and timely endorsements of diplomatic declarations by the Customs Authority so as to minimize demurrage charges or other loss or damage to shipment at the airport, seaport and railway station; issue clearing instruction to vessel owners, air carriers and their representative and agents; assigns approved documents to clearing assistance for clearing;

•Ensures that imported goods are safely cleared from the bonded warehouse and are delivered without delay to consignees and ensures their written confirmation of receipt indicating the conditions of the goods;

•Assist staff members in the exportation of their personal effects by advising on their privileges and obligations; solicits quotation for the collection, packing and dispatch of official and personal consignments; select a packer and arranges pre-survey and packing;

•Prepare briefs to the property Survey Board for decisions on case of unsuccessful insurance claims requiring the Board ‘s action;

•Other emergency or special duties as may be assigned periodically by the Chief of SCMS and Supervisor of the Unit ;

•Performs other duties as required.

Work implies frequent interaction with the following:
Staff in the immediate work unit and section, at ECA Headquarters and all concerned Ethiopian Government Offices.
Results Expected: Provide reliable and timely assistance in support of the activities of the Sub-Unit and ensure that goods are safely and economically delivered and dispatched using the most economical route and undertake follow up with forwards for confirmation of departure consignment. Establish effective working relationships with internal and external contacts at all levels.

Competencies

•Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Knowledge of the Organization’s financial rules and regulations, as well as budgetary, administrative procedures, policies and directives, with respect to specialized tasks in supply management, logistics and transport operations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.


•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the United Nations Global General Service Test (GGST) administered by the Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

Seven years of experience in Logistics, procurement, warehousing, administrative services, or related area.

Languages

Fluency in one of the working languages of the United Nations Secretariat, English or French, is required; knowledge of the other is desirable. Knowledge of another United Nations official language is an advantage. For the position advertised, fluency in oral and written English is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

•This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.


•This post is advertised temporarily for an initial period of six months. Extension of appointment is subject to satisfactory performance and availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Sorry, this job opening is no longer available.
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