Location:

Majuro, Marshall Islands
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

1 month ago
Category:

Procurement, Programme and Project Management, Supply and Logistics
Deadline:

04/12/2024

JOB DESCRIPTION

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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 project “Addressing Climate Vulnerability in the Water Sector (ACWA) in the Marshall Islands)” implemented by the Government of the Republic of Marshall Islands (GoRMI) in collaboration with UNDP became operational in January 2020 with the objective to address expected impacts of climate change on water security on Republic of Marshall Islands (RMI).

RMI is a small island developing state in the Pacific. The nation is a large-ocean state, with a total land area of only 182 km², spread across over 2 million km² of ocean. There are 24 inhabited atolls and islands, which are mostly remote and lie merely 2 m above sea level on average. There are no rivers, streams or lakes in RMI and the number of small surface ponds is very limited.

GoRMI, with the assistance of UNDP, has developed a project on adaptation to climate change impacts to water supply in RMI. The project is co-financed by GoRMI and Green Climate Fund (GCF). The project will build resilience to the impacts of climate change on water supply, particularly in 24 atolls and islands that are highly vulnerable to drought. The project will invest in improving water security, water resilience and water governance through:

Water Security – Improving household and community rainwater harvesting and storage structures to increase resilience of water supply in 77 rural communities in the outer islands and atolls accounting for approximately 28% of RMI’s population, including 7,630 (49%) women, currently at risk.
Water Resilience – Securing groundwater resources from contamination due to inundation caused by wave overtopping of seawater.
Water Governance – Strengthening the technical capacities of national and subnational institutions and key stakeholders to integrated climate change risks into water governance processes so that management of climate change risks are coordinated, effective, participatory, equitable, and sustained over the long-term when risks are expected to worsen.

The project aligns with GoRMI’s key climate change policies and strategies and has been developed through extensive consultation with government, Non-Government Organisations (NGOs), Community-Based Organisations (CBOs) and beneficiary communities. The proposed project is aligned with RMI’s NDC and country work programme to the GCF. The NDA has issued a letter of no-objection and the proposed project is aligned with the work programme of the AE (UNDP) selected by the NDA.

This GCF project will be executed by UNDP, in close partnership with the GoRMI, given UNDP’s extensive experience in implementing climate change adaptation projects globally. The project implementation is being led by a team based in Majuro, RMI and Suva, Fiji.

Duties and Responsibilities

Scope of Work
Under the guidance and direct supervision of the Project Manager (PM), the Warehouse Assistant is responsible for assisting Warehouse Associate for providing support to ACWA project implementation, especially logistic, warehouse and supply chain management, by working closely with the ACWA Project Management Unit (PMU) including Procurement Associate, Finance and Administrative Officer, Project Associate and other PMU team and counterpart.

Summary of Key Functions:

Provide assistance to strategic integration of supply chain management into the ACWA project implementation.
Support efficient supply chain management, including storage and distribution of commodities procured for the Programmes
Ensure the warehouse is adequately managed and stocks are safely stored
Conducts local procurement of goods and services via the canvassing process within the micro purchasing threshold
Assist logistical arrangement for transportation of material to target Atolls and Islands.

Key Function #1 – Provide assistance to strategic integration of supply chain management into the ACWA project implementation.

Assist the PM in compiling and summarizing information and date for the purpose of planning, formulating, tracking of the project procurement and logistics;
Support adequate planning and collaboration with PMU and freight clearing agents for receipt of goods, material and tools for water infrastructure and other products.
Receiving goods at the warehouse, including entry of quantity and quality control of all shipments arriving under UNDP contracts and confirming the good receipt by issuing certificates of receipt.
Support coordinate ACWA Project Management Unit (PMU) and relevant stakeholders to support project implementation of project activities as outlined in the Funding Proposal.

Key Function #2 – Support efficient supply chain management, including storage and distribution of commodities procured for the ACWA project.

Provide support to Inventory management through timely entry of records into inventory management system and monthly reporting.
Monitoring of stock levels and advising on low stock levels to avoid stock-out or expiries.
Assist in implementing safeguarding measures to protect inventories from loss and damage as per the UNDP corporate regulations.
Packing, re-packing and dispatching pharmaceuticals and health products to the targeted 24 Atolls and Islands in accordance with the endorsed Water Investment Plan, with closely coordination with ACWA Technical Team
Liaises with the freight forwarder nominated by UNDP for pick up and shipping consignments to the supported countries.
To ensure the stock report from Sub-receipt Support and prepare the dispatch plan as per the endorsed Water Investment Plan (WIP)

Key Function #3 – Provide support in ensuring the warehouse is adequately managed and stocks are safely stored.

Monitoring of warehouse maintenance and safety check on a monthly basis to ensure warehouse is in compliance with the UNDP warehouse standard.
Providing monthly stocktake reports for the warehouse stocks on discrepancies, near expiry and damaged items.
Maintain a safe and clean space and environment for the storage of pharmaceuticals and health products.
Support any other necessary works requested by PM

Key Function #4 – Conducts local procurement of goods and services via the canvassing process within the Micro-purchasing threshold.

Identify goods and services to procure for the warehouse.
Initiating and completing Micro-canvassing process under the UNDP Procurement guidelines and policies, request to raise LPO/ PO and ensures items are received in a timely manner and initiating payment process.

Key Function #5 – Assist logistical arrangement for transportation of material to target Atolls and Islands

Assist ACWA PMU to plan and organize delivery mission to transport project material to the 24 Atolls and Islands.
Liaise with transport agencies for booking, coordination and securing the space to load the project material on the vessel
Provide support to ensure adequate monitoring of stocktake and inventory properly conducted pre and post movement of material from warehouse
Coordinate ACWA PMU for delivery mission and get on the vessel with the material for monitoring and oversight of delivery mission until the material to be safely stored at storage facility/warehouse at neighboring 24 Atolls and IslandsScope of Work
Under the guidance and direct supervision of the Project Manager (PM), the Warehouse Assistant is responsible for assisting Warehouse Associate for providing support to ACWA project implementation, especially logistic, warehouse and supply chain management, by working closely with the ACWA Project Management Unit (PMU) including Procurement Associate, Finance and Administrative Officer, Project Associate and other PMU team and counterpart.

Summary of Key Functions:

Provide assistance to strategic integration of supply chain management into the ACWA project implementation.
Support efficient supply chain management, including storage and distribution of commodities procured for the Programmes
Ensure the warehouse is adequately managed and stocks are safely stored
Conducts local procurement of goods and services via the canvassing process within the micro purchasing threshold
Assist logistical arrangement for transportation of material to target Atolls and Islands.

Key Function #1 – Provide assistance to strategic integration of supply chain management into the ACWA project implementation.

Assist the PM in compiling and summarizing information and date for the purpose of planning, formulating, tracking of the project procurement and logistics;
Support adequate planning and collaboration with PMU and freight clearing agents for receipt of goods, material and tools for water infrastructure and other products.
Receiving goods at the warehouse, including entry of quantity and quality control of all shipments arriving under UNDP contracts and confirming the good receipt by issuing certificates of receipt.
Support coordinate ACWA Project Management Unit (PMU) and relevant stakeholders to support project implementation of project activities as outlined in the Funding Proposal.

Key Function #2 – Support efficient supply chain management, including storage and distribution of commodities procured for the ACWA project.

Provide support to Inventory management through timely entry of records into inventory management system and monthly reporting.
Monitoring of stock levels and advising on low stock levels to avoid stock-out or expiries.
Assist in implementing safeguarding measures to protect inventories from loss and damage as per the UNDP corporate regulations.
Packing, re-packing and dispatching pharmaceuticals and health products to the targeted 24 Atolls and Islands in accordance with the endorsed Water Investment Plan, with closely coordination with ACWA Technical Team
Liaises with the freight forwarder nominated by UNDP for pick up and shipping consignments to the supported countries.
To ensure the stock report from Sub-receipt Support and prepare the dispatch plan as per the endorsed Water Investment Plan (WIP)

Key Function #3 – Provide support in ensuring the warehouse is adequately managed and stocks are safely stored.

Monitoring of warehouse maintenance and safety check on a monthly basis to ensure warehouse is in compliance with the UNDP warehouse standard.
Providing monthly stocktake reports for the warehouse stocks on discrepancies, near expiry and damaged items.
Maintain a safe and clean space and environment for the storage of pharmaceuticals and health products.
Support any other necessary works requested by PM

Key Function #4 – Conducts local procurement of goods and services via the canvassing process within the Micro-purchasing threshold.

Identify goods and services to procure for the warehouse.
Initiating and completing Micro-canvassing process under the UNDP Procurement guidelines and policies, request to raise LPO/ PO and ensures items are received in a timely manner and initiating payment process.

Key Function #5 – Assist logistical arrangement for transportation of material to target Atolls and Islands

Assist ACWA PMU to plan and organize delivery mission to transport project material to the 24 Atolls and Islands.
Liaise with transport agencies for booking, coordination and securing the space to load the project material on the vessel
Provide support to ensure adequate monitoring of stocktake and inventory properly conducted pre and post movement of material from warehouse
Coordinate ACWA PMU for delivery mission and get on the vessel with the material for monitoring and oversight of delivery mission until the material to be safely stored at storage facility/warehouse at neighboring 24 Atolls and Islands

Competencies

Core Competencies
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

Cross Functional & Technical Competencies

Thematic Area	Name	Definition
Business Direction & Strategy	Strategic Thinking	Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
Business Direction & Strategy	System Thinking	Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Direction & Strategy	Effective Decision Making	Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Direction & Strategy	Negotiation and Influence	Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations
Business Development	Collective Intelligence Design	Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions
Business Development	UNDP Representation	Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies
2030 Agenda: Planet	Nature, Climate and Energy	Water Governance: Integrated Water Resource Management
2030 Agenda: Planet	Nature, Climate and Energy	Climate Change Adaptation: Water Management

Required Skills and Experience

Education:

Completed Secondary Education is required OR A recognized university degree (Bachelor’s degree) in Social Science, Education, Environmental Management or any other related field will be given due consideration, but not a requirement.

Experience:

Minimum of 5 years of relevant professional work experience related to supporting project implementation and management, logistic, procurement, and any operation related works with a Secondary school education, OR 2 years with Bachelor’s degree of relevant professional work experience related to supporting project implementation and management, logistic, procurement, and any operation related works with a Secondary school education.
Computer knowledge of MS Word, MS Excel, MS Power Point.
Previous experience with a multilateral or international organization
Procurement and logistical works for remote areas
Experience in supporting project implementation and management and logistics and warehouse arrangement.

Language:

Fluency in English (oral and written) is a requirement whilst proficiency in the Marshallese language is strongly desirable.

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.

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Level of Education: Bachelor Degree .o

Work Hours: 8

Experience in Months: No requirements

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