Job Detail

About United Nations Development - UNDP

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.

Job Description

The General Services Unit within the Operational pillar of the CO is responsible for the efficient, transparent, and cost-effective delivery of Administrative, Premises, Asset Management, and Logistics services in support of the Programme and CO operations which also includes support to other UN Agencies.

Duties and Responsibilities:

Logistics (Shipments) and Customs Clearance:

• Prepare and process tax exemption and customs clearance documents and submit them to the relevant authorities in a timely manner.
• Follow up with national and international suppliers and freight forwarders to obtain accurate shipping documents in accordance with government customs rules and regulations.
• Prepare necessary documents and obtain pre-approval from relevant ministries for the import of medical supplies, equipment, pharmaceuticals, armored vehicles, restricted items, and other items requiring pre-approval before import.
• Follow up with the relevant authorities regarding submitted tax exemption documents and related matters.
• Submit tax exemption and customs clearance documents for further clearance process.
• Check relevant customs-processed documents for completion and submit them to relevant border customs.
• Physically receive and transfer the shipment from airport customs through office transport or contractor/LTA holder transportation.
• Inspect and physically verify consignments based on the shipping documents from suppliers and forwarders.
• Collect the correct and complete set of shipping documents (SWB, AWB, Invoice, packing lists, certificate of origin, certificate of analysis, MSDS sheet, etc.) from suppliers and freight forwarders that are acceptable and in accordance with the customs role of the relevant government.
• Prepare UNDP diplomatic memos required by relevant authorities and file the necessary forms and tax exemption forms and documentation.
• Arrange transport for delivery of the consignment to the destination.
• Arrange security clearance for vehicles, drivers, and visitors involved in delivering the shipment to the final point of delivery.
• Deliver the consignment to the requester or end user.

Asset and Inventory Management:

• Assist in the identification of assets and ensure that they are properly tagged and entered into the asset management database.
• Assist in the tracking and monitoring of assets, including conducting regular physical inventories and updating the asset management database.
• Assist in the disposal of assets, including coordinating with other units and ensuring compliance with relevant policies and procedures.
• Assist in the preparation of reports, including asset management reports, inventory reports, and disposal reports.
• Provide support in the development and implementation of asset management policies and procedures.
• Maintain accurate records of all assets, including their location, condition, and value.
• Respond to requests for information regarding assets from internal and external stakeholders.
• Provide support in the maintenance of the asset management database, including updating asset information and generating reports.
• Assist in the coordination of the annual physical inventory verification exercise.
• Perform other duties as assigned by the Asset Management Unit.

Warehouse Management:

• Assist in the receipt, inspection, and verification of incoming equipment, furniture, and supplies and scheduling deliveries to users.
• Assist in tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.
• Assist in the entry of all requisite asset management information in the warehouse management system.
• Assist in the capitalization of appropriate items in accordance with policies governing asset classes, estimated useful lives, and elements of cost.
• Utilize the warehouse management system to capitalize management assets in the organization's balance sheet and to "expense" items in compliance with relevant policies and procedures.
• Provide support on the disposal of physical assets, including preparation of documentation for submission to relevant authorities, follow-up on requests, and liaison with requesting unit and maintenance for disposal action.
• Assist in the coordination of the annual physical inventory verification exercise by checking the accuracy of records and the location of the property.
• Prepare inventory reports as required.
• Maintain the filing system ensuring the safekeeping of confidential materials.
• Prepare statistical charts, tables, and reports.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of reports to the head of the unit.
• Assist in maintaining general order and tidiness of the warehouse and for the equipment stored in the warehouse, including office furniture, communications equipment, computer supplies and equipment, photocopy equipment, spare parts vehicles/generators, and other miscellaneous non-expendable materials.

Institutional Arrangement

Under the guidance of the General Services Specialist, and the direct supervision of the Asset Management Analyst, the Operations Assistant - Supplies will support the overall management and control of Logistics (Shipments), Custom Clearances, Asset, Inventory, and Warehouse Management. He will provide Logistic/Shipment Management services ensuring high quality, accuracy, and consistency of work (in close collaboration with the current De facto authorities), Counterparts, Projects, Operations units, and UNDP Programme staff in the Country Office to exchange information and ensure consistent service delivery according to the project document, UNDP corporate rules, and Procedures.

The operations Assistant – Supplies promotes a client, quality, and results-oriented approach and works in close collaboration with the Operations Teams in the Country Office (CO) and other UN agency staff to exchange information and ensure consistent service delivery.

The incumbent is expected to display initiative, a positive approach, and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by the direct supervisor or senior management.

Skills Required

• COMMUNICATION
• MS Office
• computer skills

Submission Guideline:

We invite all interested and qualified national candidates to apply through our online application system. To apply, please follow the link provided below and complete the online application form.

When using the online application system, please ensure that all required fields are completed accurately and in full. You will also be required to upload your updated P11/CV, a cover letter, and any other relevant documents in PDF format.

Please note that incomplete applications or those submitted through other means will not be considered. The online application system is the only accepted method for submitting applications for this position.

We encourage all eligible candidates to apply and wish you the best of luck in the recruitment process.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders) 

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive 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.

Submission Email:

https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/13728