Supply Chain Management Officer at UNOPS

Vacancy code: VA/2022/B5316/23243
Location: Maiduguri, Borno
 Job Categories: Administration
Department / Office: AFR, GHMCO, Nigeria
Contract Type: Local ICA Specialist
Contract Level: LICA Specialist-8

Background Information - Country Specific

• The targeted countries include Burkina Faso, Cameroon, Central African Republic (CAR), Chad, Mali, Niger, and Nigeria. These countries are often at the epicenter of various conflicts, facing displacement across borders, chronic underdevelopment, and poverty. In these countries, 19 million children are in need of humanitarian assistance. The project plans to target a total of 1.13 million zero-dose children and reduce their number by at least 25 per cent by 2025. This will contribute to Gavi’s strategic goal to reduce the global number of zero-dose children by 25 per cent by 2025 and the Immunization Agenda 2030 goal of a 50 per cent reduction by 2030.
• Four major UN agencies – UNICEF, UNHCR, UNOPS and IOM have formed a consortium to implement a 5 year project that elaborates sustainable solutions to reach unvaccinated children in targeted countries of the Sahel. The project (contingent upon funding) will support GAVI’s five-year strategy (‘Gavi 5.0’) with a vision of ‘Leaving no one behind with immunization’ to bring an end to inequities facing children. The project seeks to reach children with vaccines and reduce zero-dose children in fragile and conflict settings of the Sahel”. 
• The project has 4 strategic objectives as follows:
  • Overcoming supply-side barriers for vaccination
  • Improving demand for vaccination services
  • Improving data management and monitoring
  • Strengthening political commitment and advocacy to foster sustainable and equitable access to vaccination and other essential services.
• Nigeria has the largest number of zero-dose children among these countries, with a substantial number located in the conflict areas of the northeast, and pockets in the northwestern zone and other parts of the country. In addition, disruption of Primary Healthcare service delivery in the areas affected by conflicts, population displacement (internally displaced persons and refugees), geographical remoteness, destruction of health infrastructure, high turnover of health staff and inability of governments to reach uncontrolled territories create major barriers for both vaccine supply and vaccination service delivery. Currently, an estimated 400 health facilities in Borno and Yobe States are in dire need of rehabilitation.
• UNOPS will contribute to Objective 1 by assessing, rebuilding and re-equipping health facilities within Borno and Yobe States. UNOPS will conduct a detailed assessment of health facilities, prioritize and implement the rehabilitation works to enhance vaccine supply and vaccination service delivery. This will include among others, installing new roofs, plastering, painting, wiring and equipping facilities  with incinerators and solar electricity. 

Background Information - Job Specific

• The United Nations Office for Project Services (UNOPS) is looking for a Logistics Officer to offer operational support to the team in the Nigeria Country Office to deliver a project to  assess, rebuild and re-equip health facilities within Borno and Yobe States.
• The logistics officer will maintain a close eye on the operational performance, identify probable issues that may need attention, support in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned. The Logistics officer can often be required to work in complex and challenging environments with limited resources.

Functional Responsibilities
Summary of key results:

• Logistics, Administration and Security Management Services
• Management Support
• Team Management
• Knowledge Building and Knowledge Sharing.

Logistics, Administration and Security Management Services:

• Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
• Oversees implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Work under the guidance and supervision of the functional supervisor, within the Support Services team and in close coordination with the Project Managers and the office management team to provide a comprehensive range of specialized and administrative support services for the management of security and safety operations.   
• Promote a client-oriented approach consistent with UNOPS rules and regulations and UN Security Management System policies.  S/he will be responsible for resolving security related issues and information exchange in a timely fashion.
• Assist and supervise custom clearance and reception of the goods and ensure that they are well registered in a Monitoring sheet.
• In collaboration with the procurement team, develop related storage and distribution strategies;
• Work with team member counterparts on logistics needs to delivery schedules and provide technical support for handling logistics and cost implications for safe delivery both internationally and nationally;
• Assist in coordination of storage and distribution activities
• Develop monitoring tools related with storage and distribution and update on regular bases standard operating procedures to ensure best practices on storage and delivery;
• Assist in updating team members and recipients on all process and procedures used as well as keeping informed the progress of individual delivery schedule;
• Assist in ensuring that goods and services are provided according to office needs;
• Responsible for asset and inventory management of all expendable and non-expendable items under each project in order to maintain accurate records for accountability as well as handover of equipment when appropriate;
• Ensure that a register for assets, non-expendable property and equipment for the office is established and maintained/updated on an ongoing basis and that asset lists are updated on a monthly basis. Monthly reports are to be submitted to the Project Manager;
• Provide overall management, tracking, maintenance and reporting of assets and non-expendable property and equipment in the project offices. Oversee the handling of physical verification of assets and equipment on a regular schedule, and that any discrepancies are fully investigated and resolved;
• Implement and maintain a sound asset management and inventory control system in accordance with UNOPS Asset Management policy;
• Prepare receipt and inspection reports for all incoming equipment and supplies;
• Issue equipment and supplies to project personnel and maintain updated inventory records;
• Assist in a disposal plan in accordance with UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations;
• Review all Asset Registries and develop a plan for verifying and re-registering assets procured by the project in accordance with UNOPS policy; 
• Reconcile all assets recorded in the Assets Register against the items purchased by the project;
• Monitor/control the movement of equipment into and within the country including all customs matters;
• Assist and maintain the Project Communications network including VHF, HF and satellite means;
• Set up proper system on equipment maintenance, repair and replacement during the project lifecycle;
• Assist in developing logistic procedures including logistics SOPs in accordance with UNOPS Asset Management policies;
• Provide weekly summary of activities in process;
• Assist the team in preparation of RFQ, evaluation and follow-up on contracts and POs;
• Perform other related duties as instructed by the supervisor.

Team Management:

• Knowledge building and Knowledge Sharing:
• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Management Support:

• Coordinates individual work areas and coaches personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Monitors team performance against service agreements with clients, and client satisfaction
• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as travel, commitments and expenditures.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• Reviews  travel authorizations, documentation, payments
• May be designated transactional role in OneUNOPS/Enterprise system
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services. 
• Provides general administrative services for the work area, managing the information flow, following up on the timeliness of responses for initiatives, correspondence, and queries, with internal and external stakeholders, including Security Focal Points of UN agencies and The UN Department of Safety and Security (UNDSS).
• Organizes meetings and briefings, arranges appointments, receives visitors, places and screens telecommunications, answering queries with discretion, and takes minutes and/or notes at meetings as directed by supervisors.
• Prepares reports, tables, databases, charts, etc., applying technical skills and knowledge in formatting.
• Facilitates emergency communications by operating specialized data-communication equipment. 
• Maintains routine and confidential correspondence files / documents, ensuring the security of data and other sensitive information.

Knowledge building and Knowledge Sharing:

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

Impact of Results

• The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.
• Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.
• This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Requirements
Education:

• First University Degree in Business Administration, Public Administration, Procurement, Logistics, International Relations, Political Science or equivalent discipline is required.
• A Master's Degree is an asset but not a requirement.
• A relevant combination of academic credentials and/or industry certifications and qualifying experience may be accepted in lieu of the university education.

Work Experience:

• Minimum of two (2) years of relevant experience in logistics, or operations’ support services in national or international public or corporate organizations is required.
• Field experience in similar capacity within North-East Nigeria is mandatory
• Knowledge of UN rules and regulations, particularly UNOPS procurement procedures, would be a great advantage.
• Proficiency in computers and office software packages (Google Office Suite or Google Workspace) and experience in handling web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language is an asset.

Competencies:

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.