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Operations Assistant - Supplies -NPSA-05 (Afghan Nationals Only)

UNDP/ Afghanistan , Kabul, Afghanistan

This job is expired
High School
Kabul, Afghanistan (Kabul)
Full Time
1519

About UNDP/ Afghanistan

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.


 

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Job Summary

The General Services Unit within the Operational pillar of the CO is responsible for the efficient, transparent, and cost-effective delivery of Administrative, Premises, Asset Management, and Logistics services in support of the Programme and CO operations which also includes support to other UN Agencies.

Duties & Responsibilities

Logistics (Shipments) and Customs Clearance:

  • Prepare and process tax exemption and customs clearance documents and submit them to the relevant authorities in a timely manner.
  • Follow up with national and international suppliers and freight forwarders to obtain accurate shipping documents in accordance with government customs rules and regulations.
  • Prepare necessary documents and obtain pre-approval from relevant ministries for the import of medical supplies, equipment, pharmaceuticals, armored vehicles, restricted items, and other items requiring pre-approval before import.
  • Follow up with the relevant authorities regarding submitted tax exemption documents and related matters.
  • Submit tax exemption and customs clearance documents for further clearance process.
  • Check relevant customs-processed documents for completion and submit them to relevant border customs.
  • Physically receive and transfer the shipment from airport customs through office transport or contractor/LTA holder transportation.
  • Inspect and physically verify consignments based on the shipping documents from suppliers and forwarders.
  • Collect the correct and complete set of shipping documents (SWB, AWB, Invoice, packing lists, certificate of origin, certificate of analysis, MSDS sheet, etc.) from suppliers and freight forwarders that are acceptable and in accordance with the customs role of the relevant government.
  • Prepare UNDP diplomatic memos required by relevant authorities and file the necessary forms and tax exemption forms and documentation.
  • Arrange transport for delivery of the consignment to the destination.
  • Arrange security clearance for vehicles, drivers, and visitors involved in delivering the shipment to the final point of delivery.
  • Deliver the consignment to the requester or end user.

Asset and Inventory Management:

  • Assist in the identification of assets and ensure that they are properly tagged and entered into the asset management database.
  • Assist in the tracking and monitoring of assets, including conducting regular physical inventories and updating the asset management database.
  • Assist in the disposal of assets, including coordinating with other units and ensuring compliance with relevant policies and procedures.
  • Assist in the preparation of reports, including asset management reports, inventory reports, and disposal reports.
  • Provide support in the development and implementation of asset management policies and procedures.
  • Maintain accurate records of all assets, including their location, condition, and value.
  • Respond to requests for information regarding assets from internal and external stakeholders.
  • Provide support in the maintenance of the asset management database, including updating asset information and generating reports.
  • Assist in the coordination of the annual physical inventory verification exercise.
  • Perform other duties as assigned by the Asset Management Unit.

Warehouse Management:

  • Assist in the receipt, inspection, and verification of incoming equipment, furniture, and supplies and scheduling deliveries to users.
  • Assist in tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.
  • Assist in the entry of all requisite asset management information in the warehouse management system.
  • Assist in the capitalization of appropriate items in accordance with policies governing asset classes, estimated useful lives, and elements of cost.
  • Utilize the warehouse management system to capitalize management assets in the organization's balance sheet and to "expense" items in compliance with relevant policies and procedures.
  • Provide support on the disposal of physical assets, including preparation of documentation for submission to relevant authorities, follow-up on requests, and liaison with requesting unit and maintenance for disposal action.
  • Assist in the coordination of the annual physical inventory verification exercise by checking the accuracy of records and the location of the property.
  • Prepare inventory reports as required.
  • Maintain the filing system ensuring the safekeeping of confidential materials.
  • Prepare statistical charts, tables, and reports.
  • Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of reports to the head of the unit.
  • Assist in maintaining general order and tidiness of the warehouse and for the equipment stored in the warehouse, including office furniture, communications equipment, computer supplies and equipment, photocopy equipment, spare parts vehicles/generators, and other miscellaneous non-expendable materials.

Institutional Arrangement

Under the guidance of the General Services Specialist, and the direct supervision of the Asset Management Analyst, the Operations Assistant - Supplies will support the overall management and control of Logistics (Shipments), Custom Clearances, Asset, Inventory, and Warehouse Management. He will provide Logistic/Shipment Management services ensuring high quality, accuracy, and consistency of work (in close collaboration with the current De facto authorities), Counterparts, Projects, Operations units, and UNDP Programme staff in the Country Office to exchange information and ensure consistent service delivery according to the project document, UNDP corporate rules, and Procedures.

The operations Assistant – Supplies promotes a client, quality, and results-oriented approach and works in close collaboration with the Operations Teams in the Country Office (CO) and other UN agency staff to exchange information and ensure consistent service delivery.

The incumbent is expected to display initiative, a positive approach, and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by the direct supervisor or senior management.


Competencies

 

Core 

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by the deadline.

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements 

Learn Continuously: LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

 Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in the face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

 

Cross-Functional & Technical competencies 

Administration & Operations Management of shipments Knowledge of regulatory frameworks and processes related to the management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment, and repatriation

Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform an analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations Inventory management Each office to ensure sufficient inventory items are available for use as well as reporting for items that are beyond the corporate threshold of $5K and above

Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Business Management Communication Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Management Operations Management Ability to effectively plan, organize, and oversee the e Organization business processes in order to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms.

Business Development Knowledge Facilitation Ability to animate individuals and communities of contributors to participate and share, particularly externally.

Job Requirements

Education:


  • Secondary Education. University Degree (Bachelor’s degree) in Business/Public Administration will be given due consideration, but it is not a requirement.


Experience:


  • Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of relevant work experience in Logistics (Shipments), Custom Clearances, Asset, Inventory, and Warehouse Management is required at the national and/or international level.


Required skills:


  • Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.).
  • Proven experience in Logistics, Asset, and Inventory Management is required.
  • Experience in handling of International Consignments is an asset.
  • Excellent communication, negotiation, and organizational skills.

 

Desired skills:


  • Experience in handling web-based management systems and ERP financials, preferably ATLAS and QUANTUM.
  • In-depth knowledge of customs regulations and procedures.
  • Professional Certification in Supply chain Management.

Required Language(s):


  • Proficiency in English – both written and oral is required.
  • Knowledge of the local language Dari and/or Pashto is required


Submission Guideline

Disclaimer

 

Important information for US Permanent Residents ('Green Card' holders) 


 

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 


 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.


 

Applicant information about UNDP rosters


 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.


 

Non-discrimination


 

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  


 

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 


 

Scam warning


 

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Functional Area

Operation

Countries

Afghanistan

Provinces

Kabul

Post Date

Sep 25, 2023

Closing Date

Oct 05, 2023

Reference

13728

Number of Vacancies

1

Salary Range

As per company salary scale

Years of Experience

5 years

Probation Period

Not Specified

Contract Type

Service Contract

Contract Duration

1 year

Contract Extensible

Yes

Minimum Education

High School

Gender

Any