LEADER IN REPRODUCTIVE HEALTH &
POPULATION DEVELOPMENT
VACANCY ANNOUNCEMENT
1. General Information:
Vacancy Number:
VA/FPA/SOM/04-6/2014
Post Title:
Logistics Associate
Type of Contract:
Fixed-Term
Level:
GS-6
Duration:
One (1) year
Duty Station:
Hargeisa
Date of Issue:
18 April 2014
Closing Date:
2 May 2014
Organizational Unit: UNFPA Somalia Country Office
The United Nations Population Fund is an international development agency that promotes the right of
every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in
using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is
wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated
with dignity and respect.
Duties and Responsibilities:
Under the overall supervision of the Representative/Deputy Representative and the direct supervision of the
Head of Office/Programme Coordinator, the Logistics Associate delivers quality services in administration
and travel to internal and external clients mastering all relevant rules, guidelines, processes and procedures.
S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines,
providing support and guidance to the CO and UNFPA-supported projects. S/he supervises clerical and
support staff.
More specifically, the Logistics Associate will perform the following duties:
 Ensures timely and duly preparation of travel plans for the office and projects and monitoring of
their implementation;
 Ensures travel related transactions are in accordance with UNFPA financial rules and procedures.
Proposes procedures to improve internal controls and efficiency and respond to audit issues.
 Investigates and follows-up on all travel related inquiries submitted by UNFPA personnel,
implementing partners, HQs, auditors and other parties; and provides prompt responses and
follow-up;
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Reviews travel requests and initiates travel administrative arrangements including booking of
international and domestic flights. Ensures necessary clearances are obtained from UNDSS
(United Nations Department of Safety and Security) and the local authorities prior to the date of
travel.
Analyzes requisitions; communicates with the requesters to ensure correctness of the data entered
into the ERP system “Atlas”, clarity of the specifications, appropriateness and correctness of travel
itinerary, entitlements and calculations;
Processes and issues purchase orders in Atlas for travel related expenditures; ensures timely
corrective actions on purchase orders in Atlas with budget check errors and other problems before
forwarding to Finance Unit for payment;
Ensures timely and appropriate follow-up on outstanding travel related purchase orders in Atlas;
performs periodic housekeeping of outstanding travel related requisitions and purchase orders in
Atlas;
Keeps records and tracking of outstanding travel advances; ensures travel advances are liquidated
on time;
Receives and reviews travel claims and ensures correctness of calculations and appropriateness of
entitlements; ensures all required documents are attached along with the travel claim requisition.
Keeps records and tracking of air travel tickets issued and used, both domestic and international;
and reconciles these records against invoices submitted by suppliers;
Reviews and validates invoices of travel related expenditures including liaising with the finance
personnel and/or supplier involved to solve any issues; receives and screens the statement and
invoices submitted by the travel agent and the UN flight operator (UNHAS) and verifies
calculations before forwarding to Finance for payment.
Provides guidance to staff on applicable UNFPA travel policy, rules and procedures.
Oversees UNFPA drivers and coordinates transportation services provided to UNFPA staff;
ensures proper and fair controls are in place when assigning drivers to travel missions.
Ensures proper controls are in place for the usage and maintenance of UNFPA vehicles in
accordance with UNFPA relevant policies. Proposes procedures to improve internal controls and
efficiency.
Keeps track and records of vehicle maintenance, fuel consumption, spare parts, mileage logs
books, in adherence to relevant policy and procedures.
Keeps track and records of overtime for drivers and ensures timely submission of overtime reports
to Human Resources and Finance for payment or authorization of compensatory time off. Ensures
overtime entitlements are properly documented and have been authorized in advance.
Ensures timely and duly preparation of annual leave plans for the drivers and monitoring of their
implementation;
Organizes trainings on travel controls and entitlements and transportation/vehicle usage for the
operations and programme staff.
Assists the Administrative/General Services Associate for maintenance and protocol matters
especially during workloads or when the Administrative/General Services Associate is absent.
Assists the Administrative/Procurement Associates for procurement processes especially during
workloads or when the Administrative/Procurement Associates are absent; and
Performs any other related duties assigned by the Supervisor.
Work Relations:
Internal contacts include the Head of Office/Programme Manager, International Operations Manager, the
CO’s Operations team, and the CO’s programme team (main office and sub-offices).
Education:
Completed Secondary Level Education required. First level university degree desirable.
Knowledge and Experience:
 Six years of relevant experience in procurement, administration and office management.
 Proficiency in current office software applications and corporate IT systems.
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Required Competencies:
i) Values: Exemplifying integrity; Demonstrating commitment to UNFPA and the UN system; Embracing
cultural diversity; Embracing change.
ii) Core Competencies: Achieving results; Being accountable; Developing and applying professional
expertise/business acumen; Thinking analytically and strategically; Working in teams/managing ourselves
and our relationships; Communicating for impact.
iii) Required Skillset: Managing the organization’s financial resources; Developing ICT standards and
applications; Providing procurement services; Ensuring facilities and assets management; Providing
logistical support; Managing data; Managing documents, correspondence and reports; Managing
information and work flow; Planning, organizing and multitasking; Supporting financial data analysis
Languages:
Fluency in English is required. Working knowledge of Somali is desirable.
Please note that this post is open to Somali Nationals only. Applications with a current CV and duly
completed P-11 UN Personal History Form (www.escwa.un.org/main/vacancies/P_11.doc) marked:
“VA/FPA/SOM/04-6/2014” should be forwarded to the following email address:
recruit.unfpasom@unfpa.org .
UNFPA will only be able to respond to those applications in which there is further interest.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance
of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fees in connection
with the application or recruitment process. Should you have received 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. Should you feel that you have received a fraudulent notice, letter of offer that makes use of
the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline at http://www.unfpa.org/help/hotline.cfm
NOTICE TO APPLICANTS: In accordance with the rules of the United Nations, persons applying to posts in the international Professional
category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon
their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members
who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General
Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a
temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------*No expectancy of renewal in accordance with UN Staff Regulations 4.5
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