Background

Under the guidance and supervision of the Administrative and Finance Officer, the logistics assistant provides support to office operations performing a variety of standard logistics processes ensuring high quality and accuracy of work. The Logistics Assistant promotes a client, quality and results-oriented approach.

The Logistics Assistant works in close collaboration with the, Programme and Field Offices staff in and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Provide overall logistic and administrative support services focusing on:

• Assist in registration of new vehicles, renewal of insurance, disposal of vehicles and getting local licenses for international staff;
• Assist in registration of new vehicles, renewal of insurance, disposal of vehicles and getting local licences for international staff;
• Supervise and coordinate all OCHA Drivers, plan and schedule routing for daily pickup/drop off all staff;
• Manage availability of vehicle for meetings and assessments trips;
• Arrangement of airport pick-up/drop off for staff travelling on official missions including R&R/AL travels;
• Arrangement of airport pick-up/drop off for high-level official visitors with close co-ordination with protocol focal.

Manage OCHA South Sudan Vehicles focusing on achievement of the following results:

• Ensure daily mileage log books, vehicle services/maintenance log book, fuel consumption report and monthly expenditure report for all vehicles, properly maintained;
• Ensure regular washing, cleaning, dusting and general maintenance of all vehicles;
• Ensure fitness of each vehicle on regular basis;
• Inventory control of spare parts.  

Administer and execute processes and transactions focusing on achievement of the following results:

• Full compliance of UN/UNOCHA rules and regulations, policies on Vehicle Management and transport of staff;
• Liaise with authorized service centre of Toyota and other reliable service centre for repair and maintenance of OCHA vehicles; 
• Prepare quarterly consolidated request for procurement of spare parts for all OCHA vehicles including field office vehicles;
• Maintain up-dated all pertinent files.

Supports logistics and facilities management processes for OCHA South Sudan focusing on achievement of the following results:

• Provision of inputs to preparation of logistics and facilities management plans for the office;
• Arrange shipment of Office Assets to the field offices;
• Oversee the Maintenance and management of Field offices vehicles;
• Provision of information for preparation of cost-recovery bills in Umoja for the facilities and logistics provided by OCHA to other Agencies.

Support to Management of drivers:

• Assign  vehicles and office driver  to staff upon request during work hours;
• Prepare and share the weekly transport plan for the office;
• Assign pool of Office driver for weekend and holidays.

Supports travel and protocol management processes for OCHA South Sudan focusing on achievement of the following result:

• Arrangements for security clearance when required;
• Processing requests for visas for all UN travellers.

Competencies

Functional Competencies:           

Building Strategic Partnerships:

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

 Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

• Uses information/databases/other management systems.

Client Orientation:

 Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:   

• Secondary education,  Certification in administration desirable, University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience: 

• A minimum 5 years of relevant experience in administration or programme support service, logistics, transport;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems.

Language:

• Fluency in  English;
• Knowledge of local Arabic is an advantage.