Generic Vacancy Announcement – Logistics Officer, NO-2, Kyiv, Ukraine – Open to Ukraine Nationals Only

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.

UNICEF Ukraine

Join the Operations Team at UNICEF Ukraine – YouTube

Organizational Context and Purpose for the job

 The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

 PURPOSE

UNICEF Ukraine is in process of building a talent pool for the Logistics Officer role. This Generic Vacancy Announcement is a call for application for the qualified candidates in the given domain.

The Logistics Officer (national post), under the supervision of Logistics Specialists, plays a crucial role in supporting UNICEF’s ability to efficiently and effectively meet its programmatic logistics needs. The officer is responsible for providing valuable insights and recommendations on logistical matters, as well as supporting logistics management, emergency preparedness and response, international shipping coordination, warehouse and inventory management and in-country transportation. All activities are conducted in accordance with UNICEF guidelines and procedures to ensure optimal logistics operations.

 Key function, accountabilities, and related duties/tasks

 Summary of key functions/accountabilities:

1. Logistics Planning and Execution
2. International Shipping
3. Warehouse & Inventory Management
4. Transportation
5. Logistics Management

1. Logistics Planning and Execution:

• Collaborate with a supervisor to contribute insights regarding the logistical aspects involved in forecasting, planning, implementing, monitoring, and evaluating supply chain operations, which includes establishing performance indicators.
• Assist in supporting activities related to logistics management, emergency preparedness and response, which includes ensuring the establishment of long-term agreements (LTAs) and contracts for logistics, conducting logistics capacity assessments, updating contingency plans, and pre-positioning stock.
• Consult with a supervisor to provide recommendations, as appropriate, to program and procurement teams regarding logistics elements such as shipping, purchasing freight orders, creating ship-to-party arrangements, and in-country transportation.
• Identify logistical obstacles and propose potential solutions to supervisor.

2. International Shipping:

• Track the supply pipeline by monitoring the progress of incoming shipments, ensuring accurate data collection, and following up with relevant counterparts to enable informed decision-making and ensuring the timely arrival of incoming shipments and prevent any potential demurrage charges.
• Collaborate with global freight forwarders, the shipping unit, program sections, vendors, customs clearance agents, and other relevant counterparts to coordinate the international shipping process. This includes tasks such as providing shipping authorization, ensuring accurate documentation, verifying readiness and timely availability, and overseeing delivery, among other responsibilities.
• Adhere to all importation requirements to facilitate the seamless and punctual delivery of international shipments while ensuring compliance with government regulations.
• Collaborate with recipients, including UNICEF implementing partners, UNICEF warehouses, and UNICEF offices, to ensure their preparedness for receiving incoming shipments.
• Monitor the arrival of shipments at the destination and report any instances of non-compliance, damages, loss, and other related issues through designated UNICEF channels, such as the CICA system, in accordance with UNICEF’s internal procedures and guidance.
• Guarantee the timely and accurate recording of all incoming shipments in UNICEF’s ERP system (Vision).
• Track and communicate with the UNICEF shipping unit to ensure prompt settlement and closure of freight purchase orders.
• In accordance with government regulations, ensure timely reporting of open declarations for incoming humanitarian shipments and close of declarations other shipments.
• Share signed/stamped CMR/GR with programme sections and follow-up to ensure timely processing of VISION Direct handover to IP.

3. Warehouse and Inventory Management:

• Support the management and monitoring of UNICEF warehouse facilities, conforming to procedures and guidance. Evaluate warehouse capacity and propose corrective actions to supervisors and service providers.
• Assess space availability and develop plans for stacking and storage to optimize storage practices and space utilization.
• Coordinate with the WIM service provider to streamline the physical receipt of supplies at the warehouse. This involves timely communication, equipment preparation, prompt transfer of incoming supply data, and other related tasks.
• Ensure incoming supplies undergo comprehensive inspection, complying with UNICEF’s procedures and guidelines. In case of non-compliance, follow appropriate reporting procedures.
• Perform regular physical counts in accordance with UCO Logistics requirements on a monthly, quarterly, and yearly basis.
• Comply with UNICEF’s procedures and guidelines by promptly reporting warehouse and inventory issues. Collaborate with logistics specialists to resolve these issues and implement timely solutions aligned with policies and procedures.
• Regularly review the weekly inventory dashboard to verify the accuracy of the data.
• Maintain regular communication with Programme and Operations sections to ensure that timely release orders are issued for delivery for materials in stock.
• Review release order and provide guidance to the requesting unit regarding any necessary amendments.
• Verify the accuracy of the WIM service provider in picking and shipping processes and ensure the prompt creation of VISION transactions.
• When necessary, collaborate with the UNICEF consignee to facilitate the direct picking of released materials from the UNICEF warehouse.
• Collaborate with the Logistics management team and procurement unit to coordinate requests for additional warehouse and inventory management services in accordance with the contractual terms and conditions.
• Review and process WIM invoices received in compliance with UNICEF contracts.

4. Transportation:

• Generate transport work orders in accordance with UCO logistics guidance until they are approved.
• Collaborate with UNICEF’s assigned transporters to ensure alignment of prices based on UNICEF’s Long-Term Arrangements (LTA). This includes communication with the consignee, overseeing the loading process, and ensuring the timely delivery of supplies.
• Confirm and validate the receipt of signed/stamped waybills and take appropriate action in the event that the consignee reports any issues, such as damages or loss.
• Distribute signed/stamped waybills to the relevant program sections and follow up to ensure the prompt processing of VISION acknowledgments.
• Review and process transport invoices received in compliance with UNICEF contracts for issued work orders.

5. Logistics Management:

• Evaluate and document the performance of logistics service providers in alignment with the contractual Terms of Reference (TORs). Subsequently, generate reports based on the findings.
• Provide essential guidance and support for capacity building to logistics service providers.
• Compile and disseminate reports to logistics management on a regular basis, covering various aspects such as stock, transport, GIT (Goods-In-Transit), etc…as required.
• Take an active role in participating in events and meetings that foster partnerships and collaborative relationships with UN organizations.
• Provide assistance, as needed, in enhancing the capacity of partners in warehouse management and inventory control.
• Coordinate with UNICEF Programme and operation teams as required to ensure successful achievement of logistics set goal and deliverables.

Other: Undertake any other tasks as required by supervisor

To qualify as an advocate for every child you will have…

 Education:

•  A university degree in Business Administration, Management, Economics, Supply Chain

Management, Logistics, Procurement, Contract/Commercial Law, or relevant technical field.

Experience:

• Minimum of two (2) years of relevant professional work experience in one or more of the following fields is required, supply, logistics, contracting, warehouse and inventory management, shipping, custom clearance.
• Experience with United Nations agencies or International NGOs is an asset.
• Experience in ERP system or logistics management software is an asset.

Language Requirements:

• Fluency in English and Ukrainian is required.

• Knowledge of another official UN language or a local language is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, 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…

CORE COMPETENCIES

• Nurtures, Leads and Manages People (1)
• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
•  Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

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.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable women 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.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

The successful candidates included to the talent pool may be considered for the similar UNICEF vacancies in the logistics field in the other duty stations in Ukraine.  

Please note, this Generic Vacancy Announcement is open for nationals of Ukraine only.