UNICEF Bangladesh Office is seeking an experienced Supply and Logistics Assistant responsible for assisting with the uninterrupted supply of affordable and good quality supplies and services, adapted to the particular context and through compliance with UNICEF’s policies, procedures, and ethics standards.
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
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For every child, a future
How can you make a difference?
Purpose for the job
The Supply and Logistics Assistant is responsible for assisting the uninterrupted supply of affordable and good quality supplies and services, adapted to the particular context and through compliance with UNICEF’s policies, procedures, and ethics standards. The incumbent will be responsible for organizing and maintaining inbound and outbound warehouse inventory movement, accurate recording and documenting of stock in-takes, transport bills, delivery receipts, maintenance of supply data in the VISION warehouse module, implementing physical count and reconciliation, and providing day-to-day support in administering warehouse facilities.
Summary of key functions/accountabilities:
Supply Chain Service Delivery and Response
Procurement/contracting:
- Provide input to the formulation of the annual Supply Plan. Conduct data review and analysis for category management and assist in the development of procurement strategies. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value-for-money procurement.
- Where relevant, support product innovation and market shaping initiatives for specific categories of supplies and services providing relevant data.
- Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting the development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learned, contribute with good practices to strengthen the sustainability of supply chains.
- Prepares documentation for the establishment of Long-Term Arrangements (LTAs) and acts on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs), as might be requested by the Supervisor. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.
- Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning System), and submit them for relevant approvals, ensuring completeness of documentation in UNICEF systems.
- Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g., supply performance reviews.
- Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken on time in support of UNICEF Programmes.
- Regularly extract reports on the status of the existing LTAs, contracts, and Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.
- Conduct local market surveys on an ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.
In-country logistics:
- Provide input on the logistics component of the supply plan, including advising on infrastructure constraints (e.g., customs clearance, port capacity, transport options, and warehousing capacity) and different delivery mechanisms. Keep track of demurrages and detention charges. Negotiate with Airport/Port/Shipping Line for waiver of demurrage/detention charges whenever required. Calculate budget requirements for various delivery modalities and ensure the establishment of the budget with colleagues from the respective programme sections.
- Liaise with supply colleagues as well as colleagues from respective programme sections, and use supply dashboards to ensure pipeline monitoring 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, conduct analysis, produce reports, and ensure information accuracy in corporate systems to enable informed decision-making.
- Provide support in 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.
- Review needs for contracting of logistics third-party services (e.g., customs clearance, warehousing, transport, distribution) and transmit all supporting information for contracting of such service providers including the establishment of KPIs and performance monitoring mechanisms.
- Maintain and process documentation 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.
Warehousing and inventory management:
- Following UNICEF policies and procedures, assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to the supervisor. Assess new warehouse facilities when required. If necessary, assist in the implementation of new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g., Wiik-Halls/Rub Halls type structures).
- Support the maintenance of appropriate warehousing and inventory management processes in support of the programme implementation in Cox’s Bazar operational area. Ensure accurate and complete accounting, reporting, and internal control systems are in place, relevant records are properly maintained, stock movements are reflected in vision, and supporting documents are properly maintained.
- Inspect/Verify the quantity of supplies received against the Purchase orders or any other relevant documents.
- Carry out regular physical random checks off stock inventory. Participate in full stock counts following the instructions received from the supervisor.
- Assess the availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize the use of space.
- Implement dispatch plans and organize the transportation of supplies to relevant consignees, ensure proper waybills issue any dispatch, and inform consignees of upcoming deliveries.
- 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 the Property Survey Board committee. Keep track of near to expiry supplies ensuring FIFO and FEFO approaches.
- Provide support to national systems on strengthening warehouse management and assist where necessary in providing technical and advisory support to partners and government counterparts on warehouse management issues.
- Ensure the warehouse is well maintained and kept clean and neat. Ensure the fire extinguishers are in appropriate areas within the warehouse, that the expiry date is regularly monitored, and that action is taken for replacement when required.
- Supervise and ensure forklift drivers are performing their duties as requested. Supervise the laborers and workers hired to support the warehousing operations.
Alternative delivery mechanisms and procurement services:
- Ensures continuous availability of data related to procurement, including forecasting, requisitions received, orders placed, incoming goods, and actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
- Support assessment of and collaboration with implementing partners including civil society, for the establishment of Programme Cooperation Agreements (PCAs) and monitoring of supply components under the Harmonized Approach to Cash Transfers (HACT).
- Assist in activities that lead to building partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
Other duties/responsibilities:
- In collaboration with the supervisor, Supply Division, Regional Office, and the global supply community, provide input to help ensure knowledge exchange and learning are prioritized to continuously build the capacity of individuals and the team. Develop and facilitate training of newcomers and provide inputs towards the establishment of processes or manuals to support effective workflows
To qualify as an advocate for every child you will have…
- A Completion of secondary education from an accredited institution is required preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.
- At least 5 years of relevant administrative work experience in supply chain management or a commercial context is required. Understanding development and humanitarian work is an advantage.
- 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 an additional two years.
- Fluency in English and Bangla is required.
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
The 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.
Familiarize yourself with our competency framework and its different levels.
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 does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. All selected candidates will 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.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks:
As per 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.
UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable females are encouraged to apply.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.
Visa residence requirements: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions in the national officer and general service category.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.