Job Opening

Posting Title: LOGISTICS ASSISTANT (Temporary Job Opening), G3 (Temporary Job Opening)
Job Code Title: LOGISTICS ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 22 November 2021 - 05 December 2021
Job Opening Number: 21-Logistics and Supply Chain-UNOG-168527-J-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

The post is located in the Logistics Sub-Unit, Travel and Logistics Unit, Purchase and Transportation Section, Central Support Services, Division of Administration at the United Nations Office at Geneva.

Responsibilities

Under the supervision of the logistics supervisor, receipt and delivery, the incumbent will be responsible for the following duties :
- Is responsible for distribution of interoffice mail, incoming postal and express mail, incoming pouch, and the receipt, logging, storage and distribution of procured goods.
- Receives all official, personal and confidential mail and packages, addressed to UNOG Director General and other heads of organizations; codifies, delivers, and maintains accurate records.
- Receives incoming pouches, certified mail, registered mail, express mail, mail from permanent missions, courier deliveries and procured goods; prepares log sheet; verifies airlines and courier documents; and forwards to the appropriate offices.
- Checks quantities and quality of procured goods against obligation and updates procured goods reception in financial systems.
- Ensures safety and security of items received in area, i.e., that all items are x-rayed and date-stamped prior to distribution.
- Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches.
- Assists with unloading containers and x-raying; pre-sorts and delivers mail to specified units, agencies and missions and delivers balance to common sorting area.
- Alerts the supervisor of tampered mail for appropriate action.
- Advises supervisor, security, and courier or contractor immediately if a pouch or mail item is missing or has been tampered with, or ii suspicious packages or other mail is found lying unattended.
- Escalates to supervisor any issue or abnormality which is outside of the range of established operating procedures.
- Ensures that all items received through the incoming pouch for intra shipment are accurately recorded, official and in compliance with mail and pouch rules, and that respective departments are properly charged.
- Codes, sorts and processes mail items and looks up address, where insufficient.
- Unloads and sorts incoming 'mail, interoffice correspondence, cables, documents. and packages.
- Logs incoming items and raise discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc.
- Uses Mail Trace system/software (back office function) to log and track mail items.
- Assists with IT questions related to Mail Trace and acts as Mail Trace help desk.
- Ensures that all items received are logged onto computer for financial and statistical purposes. Prepares receipts and processes for distribution.
- Maintains log of all mail pieces received from couriers intended for mail and pouch units. ·
- Compares incoming log sheet against the number of pouches or special deliveries received from couriers, contractors and postal service.
- Counts the number of pieces received, records the quantity in each category, e.g., registered, certified, mail from missions, confidential or other.
- Takes responsibility for the receipt of mail from courier agents, government and foreign missions.
- Assists in tracing lost items using Mail Trace and is accountable for actions taken.
- Ensures prompt delivery of urgent mail.
- Hand delivers sensitive and urgent letters to UN Agencies.
- Delivers special mail and packages weighing up to 16 kilos.
- Makes deliveries and pick-ups in accordance to the daily schedule and sorts and sends out picked up mail to other mail stations.
- Manages custom clearance responsibilities for any official merchandise
- Operates related machinery, e.g., tow motor, conveyor, dumbwaiter, palette transporter, fork lift, personal digital assistant (PDA), etc.
- Ensures appropriate warehousing of procured goods, supplies and equipment.
- Performs Umoja role: Receiving User (Reception Clerk role).
- Performs Umoja role: Virtual Direct Receiving User (Reception Clerk).
- Processes requisitions and distributes supplies and equipment to clients onsite and to other Geneva locations.
- Transports procured goods onsite and to other Geneva locations utilizing trucks, forklifts and material handling equipment.
- Prepares goods for shipments, such as emergency operations.
- Assists with periodic physical verification operations of United Nations Physically removes equipment inside or outside the building and transports it into the storage room with a pallet or suitable container.
- Contacts selected companies to remove equipment and coordinates the necessary details.
- Manages the stock of donated equipment.
- Performs administrative and technical support in managing the inventory of goods for UNOG.

CLIENT SERVICE
- Investigates and resolves complaints regarding delivery e.g. incoming pouch, incoming mail, courier deliveries, procured goods etc.
- Provides guidance to UNOG staff and other clients on the proper use of the logistics service.
- Executes related logistics services and support during conferences.
- Escalates to supervisor any client issue or challenging client interaction which may be beyond the scope of the staff member to manage.

OTHER
- Assists in implementing computerization of logistics operations, e.g., barcodes, etc.
- Maintains and updates various databases .
- Records the quantity of mail in each category, e.g., registered, certified, mail from missions, personal, confidential or other for statistical purposes.
- Conducts statistical count daily, of all mail, documents, special deliveries and packages received and dispatched; maintains accurate records.
- Assists in training and developing staff.
- Replaces absent colleagues based on the distribution of tasks established within the team.
- Performs any other tasks as assigned to ensure the efficient functioning of the Logistics Sub-unit.
- Provide assistance to UNOG's drivers teams for the ground transportation to Geneva Heads of Office and visiting officials when required.

Competencies

Professionalism: 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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

Completion of secondary school or its equivalent commercial school is required.

Work Experience

At least 2 years of experience in handling mail, pouch, registry operations or related area.

Experience as a professional driver for the transportation of personalities is desirable.

Languages

English and French are the working languages of the United Nations. For this post, fluency in English or French and knowledge of the other is required. Knowledge of another official UN language is an asset.

Assessment

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

Special Notice

This position is temporarily available for 6 months or, depending on the start date of the incumbent, through 12 May 2022, with possibility of extension pending 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 assignment 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.

• Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.

• This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• 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.

• 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.

• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated
in the application.

• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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