Background and Organizational Context

• Under the guidance and supervision of the Administrative/Finance Associate, the Logistics Clerk provides logistical support services to OCHA. The Logistics Clerk demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural

backgrounds.

• Responsible for ensuring the efficient distribution of goods, materials, and products between locations. This includes tracking shipments, managing inventory, and coordinating with suppliers and customers. Logistics Clerk must possess strong organizational, communication, and problem-solving skills.

Position Purpose

• To coordinate and manage the flow of goods, services, and information between suppliers, customers, and other related parties in order to ensure the timely and accurate delivery of products. Logistics Clerks are responsible for tracking shipments, managing inventory, maintaining accurate records, and communicating with customers and vendors. They must also be proficient in the use of computer software and possess excellent organizational, problem-solving, and multitasking skills.
• UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Accountabilities

1.)   Support implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality. 

Example of Duties:

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. 
• Provide inputs to preparation of administrative team results-oriented workplans. 

2.) Provide support for Assets Management.

Example of Duties:

• Collect information on assets management; and maintain records and files on assets management. 

3.) Provide support for effective administrative and financial control in the Country Office.

Example of Duties:

• Extract, input, copy and file data from various sources. 
• Review travel authorizations, documentation, and payments. 
• Review and verify documents on vendor creation set-up information in ERP.

4.)   Provide appropriate and required administrative and logistical services to the Country Office, as assigned

Example of Duties:

• Serve as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution. 
• Take receipt of shipments, arrange customs clearances, prepare documents/ documentation for UNDP shipments (received/sent), and arrange shipments. Implement follow-up actions, and draft correspondence related to shipments/customs clearance. 
• Arrange travel and hotel reservations, prepare travel authorizations. When requested, collect information for DSA, travel agencies and other administrative surveys. 
•  Maintain files and records relevant to office maintenance and for Administrative Unit. Check vehicle logs and prepare draft vehicle history reports and maintenance plans. 
•  Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. 
• Provide administrative support to organization of conferences, workshops, retreats.

Prepare routine correspondence, faxes, memoranda and reports in accordance with CO SOP

5.) Support knowledge building and sharing in the Country Office.

Example of Duties:

• Help organize and participate in training for the operations/projects staff on administration. 

Provide sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Supervisory/Managerial Responsibilities: NA

Education

Secondary Education is required, OR

        A university degree in logistics, administration or relevant related area will be given due consideration, but it is not a requirement.

Experience, Knowledge, and Skills

List:

• Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of Logistics field work experience or related is required .
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.

Essential Knowledge of Logistical procedures relevant to UNCT and Libyan Government and technical skills of MS Word and using online platforms is desired

• Language requirements

 Arabic and English languages are required 

Expected Demonstration of Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Thematic Area

Name

 Definition

Business Management 

Customer Satisfaction/Client Management

 Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. · Provide inputs to the development of customer service strategy. · Look for ways to add value beyond clients' immediate requests. · Ability to anticipate client's upcoming needs and concerns.

Administration & Operations

Documents and records management

 Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations

UN travel documents 

 Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement

Administration & Operations    

 Management of shipments         ·

 Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Administration & Operations    

 Events management (including retreats, trainings and meetings) ·

 Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc

Administration & Operations     

Assets management       

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Keywords

Administrative business processes

Asset Management

Procurement and customs clearances

Logistics

Knowledge sharing

Document management

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