Geneva UN Jobs
LOGISTICS ASSISTANT (2 posts), G3
|Posting Title:||LOGISTICS ASSISTANT (2 posts), G3|
|Job Code Title:||LOGISTICS ASSISTANT|
|Department/Office:||United Nations Office at Geneva|
|Posting Period:||27 September 2018 – 26 October 2018|
|Job Opening Number:||18-Logistics and Supply Chain-UNOG-98931-R-Geneva (O)|
Org. Setting and Reporting
The post is located in the Logistics Sub-Unit, Travel and Logistics Unit, Purchase and Transportation Section, Central Support Services, Division of Administration at the United Nations Office at Geneva.
Under the supervision of the logistics supervisor, receipt & delivery, the incumbent will be responsible for the following duties:
– Is responsible for distribution of interoffice mail, incoming postal and express mail, incoming pouch, and the receipt, logging, storage and distribution of procured goods.
– Receives all official, personal and confidential mail and packages, addressed to UNOG Director General and other heads of organizations; codifies, delivers, and maintains accurate records.
– Receives incoming pouches, certified mail, registered mail, express mail, mail from permanent missions, courier deliveries and procured goods; prepares log sheet; verifies airlines and courier documents; and forwards to the appropriate offices.
– Checks quantities and quality of procured goods against obligation and updates procured goods reception in financial systems.
– Ensures safety and security of items received in area, i.e., that all items are x-rayed and date-stamped prior to distribution.
– Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches.
– Assists with unloading containers and x-raying; pre-sorts and delivers mail to specified units, agencies and missions and delivers balance to common sorting area.
– Alerts the supervisor of tampered mail for appropriate action.
– Advises supervisor, security, and courier or contractor immediately if a pouch or mail item is missing or has been tampered with, or if suspicious packages or other mail is found lying unattended.
– Escalates to supervisor any issue or abnormality which is outside of the range of established operating procedures.
– Ensures that all items received through the incoming pouch for intra-shipment are accurately recorded, official and in compliance with mail and pouch rules, and that respective departments are properly charged.
– Codes, sorts and processes mail items and looks up address, where insufficient.
– Unloads and sorts incoming mail, interoffice correspondence, cables, documents and packages.
– Logs incoming items and raise discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc.
– Uses Mail Trace system/software (back office function) to log and track mail items. Assists with IT questions related to Mail Trace and acts as Mail Trace helpdesk.
– Ensures that all items received are logged onto computer for financial and statistical purposes. Prepares receipts and processes for distribution.
– Maintains log of all mail pieces received from couriers intended for mail and pouch units.
– Compares incoming log sheet against the number of pouches or special deliveries received from couriers, contractors and postal service.
– Counts the number of pieces received, records the quantity in each category, e.g., registered, certified, mail from missions, confidential or other.
– Takes responsibility for the receipt of mail from courier agents, government and foreign missions.
– Delivers urgent mail, parcels, special deliveries etc. as needed, including packages weighing up to 16 kilos.
– Makes deliveries and pick-ups in accordance to the daily schedule and sorts and sends out picked up mail to other mail stations.
– Manages custom clearance responsibilities for any official merchandise
– Operates related machinery, e.g., tow motor, conveyor, dumbwaiter, palette transporter, fork lift, personal digital assistant (PDA), etc.
– Ensures appropriate warehousing of procured goods, supplies and equipment.
– Performs Umoja role: Receiving User (Reception Clerk role) / Virtual Direct Receiving User (Reception Clerk).
– Processes requisitions and distributes supplies and equipment to clients onsite and to other Geneva locations.
– Transports procured goods onsite and to other Geneva locations utilizing trucks, forklifts and material handling equipment.
– Prepares goods for shipments, such as emergency operations.
– Assists with periodic physical verification operations of United Nations property.
– Captures data on all incoming procured goods in Umoja.
– Undertakes the barcoding of United Nations property.
– Analyses purchase orders or equivalent documents.
– Physically removes equipment inside or outside the building and transports it into the storage room with a pallet or suitable container.
– Contacts selected companies to remove equipment and coordinates the necessary details.
– Manages the stock of donated equipment.
– Performs administrative and technical support in managing the inventory of goods for UNOG.
– Investigates and resolves complaints regarding delivery e.g. incoming pouch, incoming mail, courier deliveries, procured goods etc.
– Provides guidance to UNOG staff and other clients on the proper use of the logistics service.
– Executes related logistics services and support during conferences.
– Escalates to supervisor any client issue or challenging client interaction which may be beyond the scope of the staff member to manage.
– Assists in implementing computerization of logistics operations, e.g., barcodes, etc.
– Maintains and updates various databases.
– Records the quantity of mail in each category, e.g., registered, certified, mail from missions, personal, confidential or other for statistical purposes.
– Assists in training and developing staff.
– Replaces absent colleagues based on the distribution of tasks established within the team.
– Performs any other tasks as assigned to ensure the efficient functioning of the Logistics Sub-unit.
– Shows pride in work and in achievements
– Demonstrates professional competences and mastery of subject matter
– Is conscientious and efficient in professional rather than personal concerns
– Shows persistence when faced with difficult problems or challenges
– Remain calm in stressful situations
– Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
-Works collaboratively with colleagues to achieve organizational goals
-Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
-Places team agenda before personal agenda
-Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
-Shares credit for team accomplishments and accepts joint responsibility for team shortcomings
CLIENT ORIENTATION :
– Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
– Establishes and maintains productive partnerships with clients by gaining their trust and respect
– Identifies clients’ needs and matches them to appropriate solutions
– Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
– Keeps clients informed of progress or setbacks in projects
– Meets timeline for delivery of products or services to client.
Completion of secondary school or its equivalent commercial school is required. Must have a valid type B Drivers license.
At least two (2) years of experience in handling mail, pouch, registry operations or related area. Experience in the UN common system is desirable. Experience working in warehouse or logistics operations is also desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other are required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Services Test (GGST) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. A convocation will be sent by email only to candidates who meet the requirements.
Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment at the time of application cannot be identified.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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