Logistics Assistant, Nairobi (G-7)

Job Title

Logistics Assistant, G7

Department/ Office

United Nations Office at Nairobi

Duty Station

NAIROBI

Posting Period

4 September 2012-4 October 2012

Job Opening number

12-ADM-UNON-24851-R-NAIROBI (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the

representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).This post is located in Building Management and Transport Unit (BMTU), Facilities Management and Transport Section (FMTS) in UNON.

Responsibilities

Under the supervision of the Chief Building Management and Transport Unit the incumbent will be responsible for the following:

1. Supervision of Logistics Assistant, Executive and Pool Drivers:

a) Supervise and provide guidance to Logistics Assistants, Executive and Pool drivers, and acts as first reporting officer in their performance appraisals. b) Assign work to staff supervised, manage overtime and leave.

2. Management of Fleet of Official Vehicles:

a) Set priorities, plan and assign work. b) Prepare term of references and draft initial tender documents related to contracts for maintenance and repair service for UNON pool, as well as UNEP and UN-Habitat official vehicles. Takes action related to disposal of unserviceable or old vehicles and recommend purchase of new vehicles to management as appropriate. c) Oversee that data is entered in the fleet and drivers' database and prepare statistic report to management as appropriate.

3. Management of Car Hire and Taxi Services:

a) Manage request for car/taxi hire made by UNON, UNEP and UN-Habitat and in charge of negotiations and contract management of the vendors. Participate in performance review meetings with contractor (s). b) Prepare terms of reference and initial tender documents related to car hire and taxi services. Oversee the electronic database related to car hire & taxi operations updates and prepare statistics and reports to management as appropriate.

4. Management of Staff Transportation:

a) Manage the contractual services related to staff transportation services which includes Staff bus Transportation, Security Shuttles, After-Officer-Hour Shuttles and as of 2012 Professionals Staff Shuttle Services (pilot). b) Supervise the system of monitoring bus usage and routes c) Report to the Common Services Governance Framework related to transportation as a Common Services.

5. Logistics support to special events:

a) Plan, schedule and organize transportation for major conferences and other special events as well as high-level visitors including planning of official convoys, daily programs, liaison with Government Officials/Protocol as required b) Solicit additional vehicle from other agencies as necessary for Governing Council Meetings, visits of the SG and similar high-profile events.

6. Perform other duties as assigned by the supervisor.

Competencies

Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment; Ability to maintain accurate records and prepare reports on a wide variety of data; Knowledge of the Organization's financial rules and regulations, as well as budgetary, administrative procedures, policies and directives, with respect to specialized tasks in supply management, logistics and transport operations; Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.

Teamwork: 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.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

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.

Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Completion of secondary school education. Additional supplementary training in fleet management, contracts administration, logisitics or related areas required.

Work Experience

A minimum of 10 years working experience in fleet management, contracts administration, logistics or related area required. Knowledge of excel and Microsoft office desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official

United Nations language is an advantage.

Assessment Method

Evaluation of qualified candidates for this position may include a substantive assessment

which may be followed by a competency-based interview.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

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.

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