This post is non-rotational.
Post type: Fixed term appointment
Closing date: 31 July 2020 (midnight, Copenhagen time)
Duty station: Copengaen, Denmark
Duration: one year renewable ()
Possibility of Roster
() No expectancy of renewal in accordance with UN Staff Regulation 4.5
Organizational Setting
The Logistics/ Shipping Associate position is located in the Procurement Services Branch (PSB) in Copenhagen. The incumbent reports to the Senior Logistics/ Shipping Associate who leads the Logistics and Shipping unit of the Logistics, Inventory Management and Emergency Procurement team at PSB. The Logistics/Shipping Associate works in close collaboration with the Country Focal Points (CFPs) of PSB, Quality Assurance team and the Strategic Procurement Cluster (Contracting team) of PSB, UNFPA staff of other UNFPA business units (Country offices - COs, Regional Offices - ROs and Headquarter units), suppliers of goods and contracted freight forwarders for arranging shipments and resolving complex logistics-related issues and information exchange.
The Logistics/Shipping Associate ensures timely and cost-effective delivery of supplies to UNFPA Programmes and Procurement Service Customers. The Logistics/Shipping Associate promotes client-focused, quality and results- oriented logistics and shipping solutions to UNFPA business units and partners in accordance with the Financial Regulations and Rules and Procurement procedures of UNFPA.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. UNFPA's new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
In direct support of UNFPA's strategy to achieve the International Conference on Population and Development (ICPD) goals and Sustainable Development Goals (SDGs), the role will be required to perform the following:
Main Tasks & Responsibilities
You would be responsible for:
The incumbent responsible for ensuring the proper and effective use of UNFPA's and external partners' resources in the following activities:
Arrange in an optimum manner the shipments and logistics by ensuring the required coordination between the internal PSB teams, UNFPA suppliers (goods and services), freight forwarders, logistics and procurement staff of other UNFPA business units and partners.
Analyze shipping requests: communicate with CFPs of PSB, country offices and/or other customers to ensure clarity on product specific shipping requirements, delivery requirements/dates and export and import customs and other regulatory requirements including product registration and other certifications / permits that must be secured;
Based on shipping details provided by CFPs of PSB, prepare Requests For Quotations for Programme procurement requirements of UNFPA business units, evaluate the submissions including negotiations with freight forwarders as appropriate;
Liaise with the UN freight forwarders and other logistics partners to identify the optimal shipping and logistics solutions for UNFPA programmes and partners;
Determine the mode of transportation and make other important logistics decisions such as type of the containers and requirements of time-temperature sensitive products paying attention to the product-specific requirements, the origin/destination's specific challenges, procedural requirements and the best industry practices;
Process and issue Freight Purchase Orders in the ERP system of UNFPA ensuring that the most cost effective proposals are selected, delivery dates communicated and followed up on with the CFPs of PSB, Logistics and Procurement Focal Points of the UNFPA business units and customers;
Maintain and accurately update country and partner-specific information relevant for arranging the shipments (including the necessary information to issue shipping instructions to the freight forwarders) and customs clearance details in the designated systems and applications of UNFPA in consultation with the CPFs of PSB and the Logistics and Procurement Focal Points of the UNFPA business units/partners;
Issue freight purchase orders and provide accurate shipping instructions to the Freight forwarders;
Liaise with relevant freight forwarders and ensure timely availability and correctness of shipping documentation;
Continuously follow up on and track all deliveries to ensure timely arrivals (in line with the quoted transit times); in case of changes, inform/update all relevant parties; liaise with the CFPs of PSB and Logistics and Procurement Focal Points of the UNFPA business units or the customers in order to resolve delivery challenges;
Review and validate invoices including liaising with the finance and/or the freight forwarders involved to solve any issues;
Based on shipping details provided by the CFPs of PSB, prepare Requests for Quotations for third party procurement requests to be included by the CFP in the pro forma invoices. Issue Freight purchase orders in a timely manner further to the receipt of funds and coordinate issues regarding delivery and payment of freight invoices;
Retrieve information related to logistics/shipping including receiving documents and data for records, and completes the established recording procedures.
Provide advice and guidance to the CFPs of PSB, UNFPA Country Offices and other parties on logistics and shipping related matters:
Investigate and follow-up on all shipping related inquiries submitted by UNFPA business units or customers and provide prompt responses;
Upon request communicate changes in logistics and shipping processes and associated procedures and provide clarifications and guidance to UNFPA business units and customers if required;
Provide advice to UNFPA business units and customers on order tracking systems, and on their procurement planning in terms of freight cost estimates;
Draft and maintain guidance notes, templates and SOPs (including customs clearance SOPs of the UNFPA business units) in consultation with the Senior Logistics and Shipping Associate and the logistics and procurement focal points of the UNFPA business units;
Assist with the design and development of curricula and materials for logistics on-site trainings, workshops and webinars;
Participate as a trainer in workshops and webinars on logistics and arranging shipments.
3. Assist the Senior Logistics and Shipping Associate in managing freight as a service category at PSB/UNFPA including system development, integration and maintenance (e.g. ERP system and other applications)
4. Ensure shipment status is properly communicated to the consignees and last mile delivery activities are facilitated and effectively assist with the customs clearance processes of the UNFPA business units and partners
5. Perform other job related duties as assigned
This typically includes suggest business process improvements whenever feasible, participate in cross-functional working groups, help take over other colleagues work during vacation times, peak work periods etc.
Qualifications and Experience
Education:
Knowledge and Experience:
Languages:
Required Competencies
Values:
Core Competencies:
Functional Competencies:
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline www.unfpa.org/help/hotline.cfm
Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
This vacancy is archived.