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Project Logistics Officer

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Security Council Resolution 2009 established the UN Support Mission in Libya (UNSMIL) in September 2011. In February 2012, the High National Elections Commission of Libya (HNEC) was put in place and a joint UN electoral team has been supporting the HNEC since, in particular the organization of election of the General National Congress which took place on 7 July 2012 which were widely praised as credible. The team also supported the February 2014 Constitutional Drafting Assembly elections and the June 2014 House of Representatives elections. Under Libyan leadership, UNSMIL and UNDP are jointly supporting future electoral process(es) based on their expertise to ensure effective decision-making and planning. For this purpose, The Promoting Elections for the People of Libya Project (PEPOL) was established to provide a comprehensive range of electoral support through the integrated UN Electoral Support Team.

As per the roadmap agreed during the Libyan Political Dialogue Forum in Tunis in November 2020 that calls for national elections on 24 December 2021, and which was confirmed in the LPDF in Geneva in February 2021, HNEC is currently working on the planning and preparations for elections in 2021

PEPOL Scope: The UNDP Libya’s national elections project ‘Promoting Elections for the People of Libya’ (PEPOL) is integrated with UNSMIL as part of the UN’s Electoral Support Team (UNEST). UNEST provides technical electoral assistance to the High National Elections Commission (HNEC) to enhance its capacity and readiness to hold national elections. The Project was initially designed in 2017/18 with a three-year scope and had been extended until the end of 2021 to maintain HNEC’s technical readiness for elections, particularly its preparations for national elections on 24 December 2021, and possibly a referendum if decided so.

Scope of Work

Under the overall guidance of the Chief Technical Advisor/ Project Manager of PEPOL and direct supervision of the Logistics & Operations Advisor of PEPOL and UNSMIL Electoral Officer/ Logistics, the Project Logistics Officer will be expected to provide support to project implementation performing a variety of standard logistics processes while ensuring high quality and accuracy of work. The Project Logistics Officer will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the PEPOL Project Management Specialist and other project staff, UNDP CO Operations, UNSMIL and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements. The successful candidate will have the following specific responsibilities:

The successful candidate will have the following specific responsibilities:

1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system;
• Logistic business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Logistics, control of the workflows;
• Elaboration and implementation of cost saving and reduction strategies.

2. Ensures organization of logistical services focusing on achievement of the following results:

• Assist the project and HNEC to plan, implement, monitor and evaluate logistics requirement for elections;
• Assist HNEC in developing distribution and retrieval material for sensitive and non-sensitive electoral material;
• Assist HNEC in developing technical specifications for transportation requirements for all phases of the electoral process;
• Assist with the preparation and packing of goods and election materials for distribution throughout the country;
• Support HNEC with developing logistic plans for any electoral premises as requested by the HNEC;
• Support HNEC in drafting specific SOPs for different activities to be carried out by the logistic department;
• Assist with the planning of movement of election materials;
• Liaison with local transportation contractors for the delivery of goods and election materials;
• Liaison with Logistics staff to deal with any logistic issues and problems;
• Providing advice and input to Logistic Department Plans as necessary;
• Prepare reports on all election logistic related activities and their status;
• Assist in logistic and operational arrangements in coordination with other organizations involved in elections;
• Coordination of travel management, shipments arrangements, conference facilities arrangements;
• Assist with logistical arrangements for project events (meetings, workshops, conferences, roundtables, etc.), including – among others – competitive selection of a venue; rent of premises; arrangement of accommodation and transportation for participants; technical equipment; and interpreting services in accordance with established UNDP procurement procedures.
• Based on agreed UNDP/stakeholders/beneficiaries technical specifications, assist the Project team in the respective documentation for customs clearance, and receipt and inspection of purchased equipment. To this end, he will liaise with suppliers to ensure necessary shipping documents are available in a manner complete and timely.
• When required, assist with the logistics preparation for any and all sample testing that may be agreed upon between the client, the Team, the Procurer and the Supplier(s).
• Assist with conducting marketing research under the guidance of and in coordination with the UNDP Procurement Unit thus ensuring compliance with UNDP procurement rules and procedures.
• Prepare and update a roster of manufacturers and potential suppliers to provide the client and the UNDP Procurement Unit with options and data necessary for decision making.
• Ensure that all parties are agreement with timings and security in matters of in-country storage-transportation-storage from the ports of entry to the end-user main warehouse(s) with a clear understanding of the responsibility-sharing.
• Where required, provide on-site/on-ground assistance to the Team as it provides advice and guidance to the HNEC Logistics Section in matters of receipt, inspection and storage of procured goods.
• Where necessary, coordinate any and all issues with receipt of procured goods by preparing disparity reports.
• Any other related tasks as may be required or assigned by the supervisor.

3. Ensures proper control of PEPOL Assets and Electoral Material focusing on achievement of the following results:

• Elaboration and implementation of inventory management.
• Implementation of Inventory and physical verification control in the project.
• Assist HNEC Warehouse and Assets Management staff as required;

4. Ensures facilitation of knowledge building and knowledge sharing in the focusing on achievement of the following results:

• Organization of trainings for the operations/ projects and HNEC staff on logistics .
• Synthesis of lessons learnt and best practices in logistics.
• Sound contributions to knowledge networks and communities of practice.

Institutional Arrangement

The Project Logistics Officer, under the overall guidance of the Chief Technical Advisor/ Project Manager of PEPOL Project and the direct supervision of the Logistics & Operations Advisor of PEPOL and UNSMIL Electoral Officer/ Logistics, is expected to provide logistics-based management techniques, maintain effective administration and reporting systems necessary to ensure efficient and effective support to the goals and objectives of the PEPOL Project as it supports the HNEC.

Minimum Qualifications of the Successful NPSA

Min. Academic Education

• Bachelors ’s degree in public administration, Project Management, Economics, Business Administration or related fields.

Min. years of relevant Work experience

• Minimum of two years relevant experience in logistics or operations management,
• Demonstrated experience in logistics management, contract management and asset management;
• Experience in working with stakeholders in public sector development programs especially in capacity development is an asset.
• Experience in working with international organizations and civil society organizations on elections or related field is desirable.
• Past work experience with a UN agency and/or international organization in Libya is considered an asset
• Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Zoom and Skype is required;
• Experience working in a culturally diverse environment
• Experience working with the UN is an asset;
• Good communication skills
• Knowledge of UNDP procedures is an asset.

Required  skills and competencies

The incumbent is expected to demonstrate the following core competencies

1. Innovation: Ability to make new and useful ideas work

Creates new and relevant ideas and leads others to implement them

2. Leadership: Ability to persuade others to follow

Plans and acts transparently, actively works to remove barriers

3. People Management: Ability to improve performance an satisfaction

Models high professional standards and motivates excellence in others

4. Communication: Ability to listen, adapt, persuade and transform

Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

5. Delivery: Ability to get things done while exercising good judgement

Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Desired additional skills and competencies

Technical and Functional Competencies:

1. Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations;
2. Development and Operational Effectiveness: Ability to lead strategic planning, results-based management and reporting
3. Office Administration: Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
4. Operational Efficiency: Ability to identify and execute opportunities to improve operational efficiency
5. Team building: Ability to work effectively with diverse groups of professionals towards common goals.
6. Knowledge Management:  Ability to capture, develop, share and effectively use information and knowledge

Required Language(s) (at working level)

Fluency in English and Arabic is required

Travel:  Official travel within Libya

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.

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