Logistics and Shipping Associate - G6, FTA - UNFPA, DK

UNFPA

Indrykket 

This post is non-rotational.

Post type: Fixed term appointment
Closing date: 9 December 2021 (midnight, Copenhagen time)
Duty station: Copenhagen, Denmark
Duration: one year renewable (*)
Possibility of Roster

(*) No expectancy of renewal in accordance with UN Staff Regulation 4.5

Organizational Setting
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The Position:
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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:
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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:
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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:

  • 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.
  • Provide advice and guidance to CFPs, Country Offices and other parties on shipping & logistics matters.
    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).
  • 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.
  • Perform other job related duties as assigned



Main Tasks & Responsibilities

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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:
  1. 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.
  1. 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.
  1. 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)
  • Collect UN Long Term Agreements for freight services and organize them in the most optimal manner for piggybacking by UNFPA;
  • Actively participate in logistics and shipping related meetings with the freight forwarders and other UN agencies to address contract performance issues and gaps;
  • Actively participate in joint UN / partner activities such as Logistics Cluster in order to identify logistics and shipping solutions for UNFPA through those joint initiatives;
  • Actively participate and effectively contribute in developing, improving, integrating the systems and applications used for managing logistics, shipping arrangements, enhancing the visibility of the shipments and reporting;
  • Actively participate in joint solicitation processes conducted by the UN for identifying freight service providers and also conduct standalone solicitation processes to identify freight service providers for UNFPA if required;
  • In cooperation with the Strategic Procurement Cluster of PSB (Contracting Team) monitor the performance of the freight forwarders with respect to on-time delivery and communication, accuracy and completeness of order tracking data and quality of services provided. Identify freight forwarders' performance gaps and corrective actions as required;
  1. 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
  • Ensure that the logistics information (E.g. ETD, ATD, ETA, ATA) and events of all shipments managed by PSB/UNFPA are updated in the ERP system and or any other tools and applications used by PSB/UNFPA for the purpose, through the freight forwarders or using the information provided by the freight forwarders;
  • Track the shipments managed by PSB from origin to destination and assist with the customs clearance processes at destination as required;
  • In collaboration with the PSB Business Analytics team and the UN freight forwarders, produce and submit regular reports to the UNFPA business units and customers for providing a continuous overview of supply chain operations including volumes, values etc.;
  • Facilitate the effective collaboration between the customs clearance agents used by UNFPA business units/ customers and the international freight service providers in order to facilitate timely customs clearance and delivery of the goods;
  • Manage logistics and freight-related matters such as damaged and lost shipments per the procedural requirements of UNFPA and coordinate the logistics requirements across the various regional procurement teams of PSB, the suppliers of goods, the freight forwarders, the insurance service providers, the government authorities and other parties as applicable.
  1. 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
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Education:
  • Completion of Secondary education is required.
  • University degree or equivalent certification in Supply Chain Management, Logistics, Shipping and Freight, Public or Business Administration, Procurement, Commerce, Engineering, Law, International relations, International development, or related discipline would be very useful and weighted accordingly, but is not a requirement.


Knowledge and Experience:
  • Minimum 6 years of relevant work experience preferably in public or private sector procurement, logistics, shipping and freight, public or business administration, commercial or law and related disciplines, preferably in organizations working in international development or public sector institutions is required.
    Experience from non-governmental organizations and non-profit organizations will be treated equivalent.
    Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Procurement, Supply Chain Management/Logistics, Shipping and Freight, Commerce, Business Administration, Public Administration in combination with 4 years of relevant work experience may be accepted in lieu of 6 years of experience.
  • Working knowledge of MS Office is required (in particular, applications related to database and data analysis), ERP systems such as PeopleSoft or alternatively Oracle, E-filing system and other software applications is a strong advantage.
  • Experience in working with international procurement and logistics, shipping and freight or business operations is required.
  • Knowledge of reproductive health related commodities and medical terminology is an asset.
  • Experience from working with UNFPA or another UN agency is an asset.
  • Logistics, shipping, freight and procurement related Certificates such as CIPS is an asset.


Languages:
  • Fluency in English is required; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.



Required Competencies

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Values:
Exemplifying integrity
Demonstrating commitment to UNFPA and the UN system
Embracing diversity in all its forms
Embracing change


Core Competencies:

Achieving Results
Being Accountable
Developing and Applying Professional Expertise/Business Acumen
Thinking analytically and Strategically
Working in Teams/Managing Ourselves and our Relationships
Communicating for Impact


Functional Competencies:

Innovation and marketing of new approaches
Organizational skills
Engaging internal/external partners and stakeholders
Client orientation
Job knowledge/technical expertise
Making decisions and exercising judgment
Providing logistics and shipping services and support
Managing information and workflow
Planning, organizing and multitasking
Communication and negotiation skills
Oral and written reporting skills
Time management skills
Ability to effectively establish priorities
Performance management


HOW TO APPLY:

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Applications in English should be submitted no later than 9 December 2021 at 24:00 (Copenhagen time) via the link to UNFPA e-recruit system:

https://erecruit.partneragencies.org/psc/UNDPP1HRE/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=40533&SiteId=1&PostingSeq=1

Please note that the link may only work in Internet Explore. If you face any problems with your application, kindly let us know through the e-mail psb.vacancies@unfpa.org.

Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview. Only longlisted candidates will be contacted.

UNFPA Work Environment
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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.


Disclaimer

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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.