LOGISTICS ASSISTANT

Org. Setting and ReportingThe position is located in the Diplomatic Privileges and Shipments/Logistics Sub-Unit, Purchase and Transportation Section, Central Support Services, Division of Administration, United Nations at Geneva. ResponsibilitiesUnder the supervision of the chief of Diplomatic Privileges and Shipments Unit, the incumbent: CORE DUTIES: • Is responsible for pouch dispatch documentation, incoming pouch, outgoing mail items, overnight express services and personal effects and humanitarian and emergency shipments. • Processes and records all outgoing official correspondence, publications and informational material according to standard operating procedures. • Is responsible for the custody and safe-keeping of all pouches and mail received in sub-unit. • Oversees services in a cost-efficient and expedient manner to meet the needs of the organization. • Assists supervisor in opening and inspecting items to ensure that all items received in pouch and mail units are official and in compliance with pouch and mail rules and regulations and maintains records. • Advises supervisor, security and courier or contractor immediately if a pouch or mail item is damaged, missing or has been tampered with, or if suspicious packages or other mail is found lying unattended. • Escalates to supervisor any issue or abnormality which is outside of the range of established operating procedures • Opens and inspects parcels intended for forwarding to field offices to ensure compliance with pouch rules • Ensures that all items received through the incoming pouch for intrashipment and outgoing pouch and all mail items received through outgoing mail units are accurately recorded, official and in compliance with mail and pouch rules, and that respective departments are properly charged. Returns to staff members mail/pouch items deemed to be private in nature. • Determines whether outgoing mail should be posted or sent through the UN pouch network and advises sender of pouching and mailing procedures and best manner of dispatch. • Establishes the degree of mail priority based on considerations such as cost effectiveness and schedules. • Records valuable items to be shipped and identifies and sorts items to be shipped by mail, pouch or by contracted shippers. • Verifies that items for pouching and mailing are properly sorted and handled and that customers are aware of best manner of dispatch • Ensures that items for mailing and pouch services are properly sorted to meet departure deadlines and provides special handling for items such as medicines, sensitive equipment, film, and other valuable equipment; • Searches for the most efficient routings and schedules based on availability of space, frequency of flights, and pouch schedules. • Prepares airway bills and related documents for courier pouches and special pouch shipments • Prepares customs declaration in the case of parcels. • Signs summary of enclosures and Diplomatic Pouch tags. • Reviews outgoing pouch worksheets when routing is changed; advises departments involved; drafts letters of instructions to users. • Contacts freight forwarder, courier and postal representatives on a daily basis to ensure smooth movement of pouches and mail, and coordinates and applies all agreed changes accordingly. • Tracks the distribution of all mail as well as pouch service. • Organizes 'door to door' export-import of official goods and processes personal effects shipments, removals and shipments of staff's unaccompanied baggage with UNOG shipping vendors in accordance with staff regulations and logistics operations. • Organizes insurance for personal effects and official shipments and advises clients on rates. • Manages custom clearance responsibilities for any official merchandise • Organizes the customs formalities for removals imports (personal effects) • Finalizes and approves urgent humanitarian shipments and shipments for conferences, requests quotes and selects vendors based on best value for money principle, then tracks the shipments. • Verifies and approves claims for partial reimbursement of privately owned vehicles. CLIENT SERVICE: • Communicates with UN offices and agencies worldwide to advise on dispatch of mail and diplomatic pouch materials. • Investigates and resolves complaints regarding shipments and delivery of mail items, diplomatic pouches, personal effects and humanitarian/emergency shipments. • Calculates the daily shipment charges for individual UN offices. • Determines and apportions charges proportionate to usage by other UN agencies. • Provides guidance to UNOG staff and other clients on the proper use of diplomatic pouches, mail service and shipments of personal effects. • Answers inquiries with regards to international postal services, the UN pouch service and regulations and shipments of personal effects. • Escalates to supervisor any client issue or challenging client interaction which may be beyond the scope of the staff member to manage • Makes airline reservations with freight forwarder for pouch shipments; checks addresses to ensure correct routing; prepares paperwork, checks weight and seals pouches. OTHER: • Drafts proposals on procedures, and systems of operation makes recommendations. • Advises on the computerization of logistics operations, i.e., determines suitability of software, etc. • Assists in implementing computerization of logistics operations, e.g., barcodes, etc. • Keeps informed of new technologies and issues relative to logistics operations. • Checks and verifies invoices for payment and reconciles invoices when required. • Prepares computerized records on the details of outgoing material, e.g., sender, addressee and destination for financial and statistical purposes. • Maintains and updates various databases. • Reviews compliance data regarding pouch rules, keeps abreast of national and international postal procedures and respective charges with UN agencies and bodies worldwide. • Ensures compliance with pouch and mail rules and rates, and the respective charges. • Compiles, computes and prepares statistics on work carried out by office. • Prepares accounts, statistics other statements relating to the sub-unit for supervisors and management. • Advises and conducts seminars for departments on procedures and guidelines on logistics operations. • Trains and develops staff in all facets of shipments operations. • Assists in training and developing staff. • Conducts spot checks to ensure compliance with pouch and mail regulations. • Assist in preparation of yearly budget in relation to pouch, express and postal mail services. • Maintains petty cash to pay for surcharges of official incoming correspondence, which do not have sufficient postage. • Replaces absent colleagues based on the distribution of tasks established within the team. • Performs any other task as assigned to ensure the efficient functioning of the logistics sub-unit. CompetenciesProfessionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationValid type B Drivers license is required. Work ExperienceAt least five (5) years of experience in handling mail, pouch, registry operations or related area and experience in air freight, sea freight, road transportation and dealing with personal effects is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in the shipment of dangerous and/or hazardous goods is desirable. Experience in customs clearance for tax-exempt import/export procedures is desirable. Experience engaging with government counterparts and suppliers to access diplomatic privileges under Swiss host country agreements is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in either English or French, and knowledge of the other is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAppointment against this position is for an initial period of one year, with possibility of extension subject to availability of funding. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. United Nations ConsiderationsAccording to 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.