Supply & Logistics Associate(G-6) at UNICEF
Job no: 566176
Contract type: Temporary Appointment
Duty Station: Dar-es-Salaam
Level: G-6
Location: United Republic of Tanzania
Categories: Supply Management
UNICEF works in some of the world’s toughest places, to reach the
world’s most disadvantaged children. To save their lives. To defend
their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, Deliver
Procurement Services (PS) mechanism is an integral part of UNICEF programs of cooperation, and allows UNICEF to make its procurement capacity, scale and expertise available to partners. PS provides an opportunity to facilitate a more optimal use of national budgets for children, as well as an entry point to provide targeted technical support to national supply chains and systems. Ultimately, these engagements drive results for Tanzanian children and mothers, while UNICEF works with the government to strengthen local government supply chain systems. UNICEF Tanzania has been providing Procurement Services to the Government of Tanzania (mostly the Ministry of Health Tanzania Mainland and the Ministry of Health of Zanzibar), other UN Agencies, and some development partners including some NGOs. The health sector has especially benefited from a major strategic leveraging opportunity for the provision of essential medical supplies and equipment for children and women for Tanzania and Zanzibar.
The incumbent will be included in the existing supply/logistics structure of Tanzania Country Office to be a dedicated PS post. The main purpose of the job will be coordinating and managing all transactional aspects of the Procurement Services (PS) portfolio/activities, including forecasting and planning of needs, processing of Cost Estimates (CEs) against partner requests, importation permits, customs clearance, monitoring and reporting on PS activities
How can you make a difference?
III. Key functions, accountabilities and related duties/tasks
Supply Chain Service Delivery and Response
Responsible for transnational processes, logistics and pipeline
monitoring, communication and coordination of procurement services
transactions. Provides technical advice on specifications supply and
logistics arrangements facilitating efficient procurement, clearance,
storage and distribution of supplies and equipment, in support of the
country programme procurement services transactions.
Processing of Cost Estimates (CE) for all procurement services requests
and facilitates delivery of goods purchased under procurement services
including
Supports procurement services clients with supply planning of all the annual needs
Receive and review all procurement services requests before submitting them to Supply division for processing
Prepare Cost Estimates requests forms for requests and timely share with Supply Division for processing
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Communicate with Supply Division and the clients to ensure needs are
clearly understood and the right products/equipment are delivered timely
Monitoring movement of goods for procurement services clients and ensure their timely clearance and delivery to the clients
Maintains procurement services requests tracking sheet and share this regularly with clients for follow up and expediting
Facilitating importation and delivery of offshore procurement services
supplies and equipment through processing of necessary importation
permits/documents including duty/tax exemption certificates
Monitor all offshore purchase orders to ensure timely processing of
importation documents and permits (through maintaining an offshore
shipping register)
Prepare all required tax and duty exemption permits/approvals for
imported goods and equipment through various relevant government bodies
Liaise closely with clearing agents and ports authorities to ensure timely clearance and delivery of all offshore shipments
Liaise with implementing partners for timely delivery and receipt of goods and equipment once cleared from the ports of entry
Prepare and maintain asset register for all automobiles handed over to
implementing partners, including drafting of asset handover
forms/agreement and transfer of title forms/agreements
Manage the procurement services portfolio
Ensure that key elements of Procurement Services transactions are
incorporated into national, donor and UNICEF strategies and vice versa
Ensure that PS activities/transactions are a draw down from strategies
that have been jointly established between Government and UNICEF
Work with the government to strengthen pre-ordering and post-delivery
activities for existing PS supplies and support them in establishing
strategies that will maximize the decisions/impact resulting from the PS
partnership.
Manage the statement of accounts for all PS transactions
5. In-country logistics
Provide logistics input to the supply plan, including advising on
infrastructure constraints (e.g. customs clearance, port capacity,
transport options and warehousing capacity) and different delivery
mechanisms. Advise on budget requirements for various delivery
modalities and ensure establishment of budget with clients.
Liaise with supply colleagues as well as clients and using supply
dashboards to ensure pipeline monitoring and establishment of
appropriate logistics capacity. Monitor progress of offshore and/or
regional procurement and take action to ensure timely customs clearance
of supplies entering the country. Perform research, collect data and
conduct analysis, produce reports and ensure information accuracy in
corporate systems to enable informed decision making.
Provide specialized support in the area of logistics, following standard
processes and contributing, directly or indirectly, to the effective
delivery of programme supplies. Liaise with internal and external
stakeholders to support logistics operations management and contribute
to effective service delivery.
Identify needs for contracting of logistics third party services (e.g.
customs clearance, warehousing, transport, distribution) and manage
contracting of such service providers including establishment of KPIs
and performance monitoring mechanisms.
Manage documentation processing for execution of logistics operations
(e.g. customs clearance, invoice verification), and take appropriate
actions to resolve operational issues, escalating complex issues to the
supervisor.
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6. Warehousing and inventory management:
Manage UNICEF warehouse facilities and operations in line with UNICEF
policies and procedures. Assess warehousing capacity including
facilities, conditions of equipment, manpower, and processes. Propose
corrective actions to supervisor. Assess new warehouse facilities when
required. If necessary, implement and organize new warehouse facilities
which may include installation and assembly of temporary warehouse
structures (e.g. Wik-Halls/Rub Halls).
Maintain appropriate warehousing and inventory management processes in
support of the country programme implementation. Ensure accurate and
complete accounting, reporting and internal control systems are in
place, and relevant records are properly maintained.
Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
Supervise receipt of consignments and dispatch of supplies.
Prepare stock reports. Monitor inventory to track trends and account for
the inventory status from source to beneficiary. Carry out regular
physical counts of inventory in the warehouse. Prepare documentation for
commodity disposal through Property Survey Board committee.
To qualify as an advocate for every child you will have…
Secondary education and a minimum of 6 years of relevant experience
is required. Professional and/or university courses related to the field
of work (supply chain management, procurement, contracting or
logistics) are highly desirable .
Six (6) years of progressively responsible work experience in
supply/logistics management. Experience in health logistics systems
strengthening and managing immunization program is an added advantage.
For this position, a bachelor’s degree from a recognized academic
institution in a relevant field may replace three years of related work
experience. A master’s degree may replace additional two years.
Proven expertise and experience in procurement process and knowledge of immunization / medical products
Fluency in English and Swahili. A second UN language is an asset
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
UNICEF competencies required for this post are…
(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
UNICEF is here to serve the world’s most disadvantaged children and
our global workforce must reflect the diversity of those children. The
UNICEF family is committed to include everyone, irrespective of their
race/ethnicity, age, disability, gender identity, sexual orientation,
religion, nationality, socio-economic background, or any other personal
characteristic.
We offer a wide range of benefits to our staff, including paid parental
leave, breastfeeding breaks and reasonable accommodation for persons
with disabilities. UNICEF strongly encourages the use of flexible
working arrangements.
UNICEF has a zero-tolerance policy on conduct that is incompatible with
the aims and objectives of the United Nations and UNICEF, including
sexual exploitation and abuse, sexual harassment, abuse of authority and
discrimination. UNICEF is committed to promote the protection and
safeguarding of all children. All selected candidates will, therefore,
undergo rigorous reference and background checks, and will be expected
to adhere to these standards and principles. Background checks will
include the verification of academic credential(s) and employment
history. Selected candidates may be required to provide additional
information to conduct a background check.
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Remarks:
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female are encouraged to apply.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
Deadline: 10 Oct 2023 E. Africa Standard Time