Exciting opportunity – Supply Chain Management Associate
Located in Nairobi, Kenya UNOPS Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established operations center in Uganda, Harare, Mozambique and a portfolio of engagements. This portfolio includes transactional projects in partnership with the Nairobi based UN Agencies UN-Habitat and UNEP, in addition to multiple ‘operational’ projects in Tanzania, Burundi, Uganda, Kenya and several Atlantic and Indian Ocean island states.
Purpose and Scope of Assignment
The purpose of this role will be to provide support to the Procurement function at KEOH with regards to the entire importation and distribution of purchased goods to the respective projects on a timeous cost effective basis. To ensure that all relevant and required documentation related to capital acquisitions for projects that are imported is managed effectively and completed accurately and in accordance to UNOPS’s processes and procedures.
The associate who will be based in Nairobi, Kenya will report directly to the Procurement Manager under the guidance and overall supervision of the Head of Support Services. The incumbent will be required to travel frequently within the Country Area of Operation. The incumbent will be responsible for Supporting Hub Procurement function with the required logistics activities and associated process, supporting the programme in the following areas:
1. Provide assistance to ensure efficient logistics services, focusing on achievement of the following results:
- Contribute substantively in the development and implementation of a comprehensive logistics system that will operate in accordance with UNOPS logistical procedures;
- Implement a coherent programme wide logistical supply system which will come into effect in accordance with UNOPS procurement rules and regulations;
- Confidentially managing, filing and organizing logistics documentation in accordance with UNOPS processes and procedures;
- Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.t.c. as required;
- Organize for transportation of purchased goods,
- Identify and address any barriers that might impact on efficiency of the logistics activities that support the projects,
- Administer contract performance, including delivery, receipt, warranty, damages and insurance,
- Reconcile and resolve any value discrepancies
- Review and approve shipment and documents from suppliers according to agreed INCOTERMS
- Arrange, track and keep track of all inbound courier whenever required
- Maintain and develop the relationship with existing freight forwarders with main focus on flawless and swift transport keeping a tight control on timely delivery
- Following up with the contracted shipping agencies and freight forwarders (3rd party logistics services providers) and ensuring the accuracy of necessary documentation, but not limited to Bill of lading, Pro1B e.tc. as required,
- Carry out all programme logistical services in accordance with UNOPS rules and regulations. Assisting the coordination and implementation of logistics activities, to ensure timely, cost effective and safe delivery of goods and services to clients. Smooth and satisfactory customs clearance, delivery and cargo receipt activities.
- Monitor the progress of shipments for UNOPS and its clients and coordinate the delivery of the same at the client’s delivery places
- Travel to the regions within country In support of any programme issues that require additional support services. Travelling to the States/Regions/Townships to monitor the storage practices of the projects, provide feedback to projects and take all steps to improve the supply chain system in the country.
- Establish effective relations with the different Project Managers in a proactive manner
- Assists in planning, designing and implementation of appropriate logistics systems including warehousing and in-country transport capacity, including establishment of Long Term Arrangements and frame agreements for e.g. customs clearance, storage, transport and distribution as might be required.
- Raises logistics bottlenecks to supervisor for prioritization.
- For emergencies: Coordinates with logistics clusters, and ensures UNOPS interest and supplies are given appropriate priority;
- Facilitate and follow-up timely clearance, delivery and handover of goods and consignments to partners;
- Activity planning
- Supervising staff under his/her responsibility;
- Monitoring logistics activities conducted by the Projects;
- Warehouses renovations/organization;
- Liaison and coordination with Freight forwarders and Transport Companies, the project logistics teams as necessary;
- Handling project complaints regarding the quality of the goods and service at reception and report timely;
- Assist in developing the related storage and distribution strategies;
- Ensure that all the documents transactions are well recorded;
- Check and ensure partners stores and warehouse equipment are being well maintained and the supplies are stored safely, securely and properly;
- Arrange transportation of equipment & materials to the designated location, including loading and uploading and ensure issuance of proper documentation, i.e. delivery notes, packing list, insurance, etc;
- In collaboration with the procurement team, develop related storage and distribution strategies;
- Work with team member counterparts on logistics needs to deliver schedules and provide technical support on handling logistics and cost implications for safe delivery both internationally and nationally;
- 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;
- Coordinate and work closely with Project Managers and other department heads, both in the development of proposals and on day-to-day logistics issues and activities (identify needs, priorities, technical support on specifications and implementation /implications costs) to ensure that SSOC programmes are appropriately supported by the logistics function;
- Attend all logistics meetings and briefings;
- Set up proper system on equipment maintenance, repair and replacement during the project lifecycle;
- Work to ensure that routine and emergency security measures, as they relate to logistics, are implemented. Coordinate with security, on movements of staff and materials;
- Advice senior management on logistics management, structures and staffing levels to ensure that they are at all times adequate to meet the requirements of logistics strategy;
- Liaise with UNOPS offices in AFO or HQ on logistics issues if applicable;
2. Facilitate knowledge building and sharing focusing on achievement of the following results:
- Organize trainings for the support and operations staff on supply chain, logistics and asset management processes to ensure the capacity building of the existing support staff at each programme location;
- Ensure that programme appointed support staff are fully aware of UNOPS rules and regulations regarding asset management, as well as programme specific asset management framework;
- Ensure compliance with relevant asset management rules and regulations, and in doing so ensure that support staff is able to carry out asset management functions independently and in accordance with relevant rules;
- Introduce and synthesize lessons learnt and best practices in logistics and asset management;
- Contribute to knowledge networks and communities of practice;
- Perform other related duties as required;
- Assists in organizing training for the operations/ projects staff on Procurement/ Logistics;
- Assists in preparation and synthesis of lessons learnt and best practices in Procurement/ Logistics;
Streamline asset management services, focusing on achievement of the following results:
- Review and update the existing asset management and accounting system for all UNOPS managed equipment and properties in accordance with UNOPS asset management policy in conjunction with the dedicated asset management focal point;
- Conduct inspection and physical verification of all stores and equipment, ensure databases are up to date on the quantity, quality, serviceability, and location of relevant equipment/items ;
- Implement internal control system which ensures that goods in transit are tracked and monitored and the asset registry records are updated on a regular basis;
- Prepare relevant asset disposal documentation for review and approval in accordance with UNOPS rules and regulations;
- Assist in 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;
- Prepare receipt and inspection reports for all incoming equipment and supplies;
- Issue equipment and supplies to the programmes/projects and maintain updated inventory records;
- Perform other related duties as may be assigned by the supervisor.
3. Monitoring and Progress Controls
- Well-organized, complete and accurate work put together independently with only general guidance; demonstrated understanding of logistics matters in the context of projects and issues within the portfolio and the country;
- Provide weekly summary of activities in process;
- Timely delivery of assigned tasks is required.
- Ensure regular communication with technical, contractual partners to ensure achievement of objectives and implementation of the work plan
4. Final Product
- Timely and efficient servicing of requests and processing transactions affects the team’s overall ability to deliver quality services to clients;
- Accurate, well organized and complete information and records facilitate decision making, and reduce need for corrective action resulting from errors;
- Client satisfaction based on feedback and performance indicators
- Development of SOPs to ensure smooth customs clearance, Good Storage and Distribution practices and other Logistics elements as per UNOPS guidelines
- Updated Logistics and Supply database;
- Monitoring Tools updated and all the related activities are well recorded;
- Capacity building of team members and partners.
- A secondary school certificate or equivalent qualification is required;
- University degree or diploma or certification in related subjects; Logistics, Procurement, Supply chain or related areas is desirable but not required.
- A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/and Asset Management or a combination of any two or the three of the above skills is required;
- A minimum of 1 year of Knowledge and experience in freight forwarding and customs clearance is required;
- Knowledge and experience in Storage and Distribution Practices would is desired;
- knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
- Knowledge of UN Procurement Regulations and Rules would be an asset;
- Skills in import/export is required, minimum 1 year;
- Experience in the use of Google Suite applications is desirable.
- A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/ Cargo Management or/and Asset Management or a combination of any two or the three of the above skills is required;
- Knowledge of freight forwarding and customs clearance activities, customs documentations is highly desired;
- Knowledge and experience in Storage and Distribution Practices would is desired;
- knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
- Knowledge of UN rules and regulations, particularly UNOPS procurement procedures would be an asset;
- Knowledge of government rules and regulations on Import/Export/Customs Clearance would be an asset;
- Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.
- A Minimum of six (6) years of relevant professional experience in Supply Chain Management or Logistics or/ Cargo Management or/and Asset Management or a combination of any two or the three of the above skills is required;
- Knowledge of freight forwarding and customs clearance activities, customs documentations is highly desired;
- Knowledge and experience in Storage and Distribution Practices would is desired;
- knowledge and experience in implementation and managing Logistics Management Information System would be an asset;
- Knowledge of UN rules and regulations, particularly UNOPS procurement procedures would be an asset;
- Knowledge of government rules and regulations on Import/Export/Customs Clearance would be an asset;
- Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.
Fluency in English (writing, reading and speaking) is required.
More Information
- Job City Nairobi, Kenya