JOB DESCRIPTION

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners” peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Background Information – East and Southern Africa Multi Country Office (ESAMCO)

Located in Nairobi, Kenya, the East and Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya, which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

The UNOPS Zambia Office, under the East and Southern Africa Multi-Country Office (ESAMCO), is steadily expanding its operational presence in support of Zambia’s national development priorities and the Sustainable Development Goals. With a growing portfolio, the office delivers technical services in infrastructure, procurement, and project management, prioritizing climate resilience, public service delivery, and institutional capacity building.

Key interventions include the construction and commissioning of six medical oxygen production plants and the rollout of high-temperature biomedical waste incinerators to strengthen the health system’s operational capacity and infection control.

In the energy sector, UNOPS is implementing the Zambia Distributed Renewable Energy (DRE) Systems Project in partnership with the Ministry of Infrastructure. The project aims to improve energy access for critical public institutions and contribute to Zambia’s long-term transition toward a more diversified and climate-resilient power sector.

The Zambia Environmental Management Agency (ZEMA), with support from UNOPS, is undertaking the procurement, delivery, and asset management of laboratory and ICT equipment to strengthen institutional capacity. To ensure smooth operations, ZEMA/UNOPS requires the support of a Logistics Associate who will be responsible for customs clearance, delivery management, asset inspection, and inventory control of all Lab & ICT equipment procured under this project, and any othe similar project requirements.

About the Position

Under the guidance and direct supervision of the Project Manager who reports to the Head of Programme the position is responsible for the effective delivery of logistic services reflecting best practices in international public logistic administration, compliance with UNOPS logistics rules and regulations, appropriate risk management and obtaining the best value for money. He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide range of issues related to logistics.

Under the overall guidance of the Project Manager, the Logistics Associate will facilitate the provision of logistics, customs clearance, and warehouse management support. The incumbent will promote a client-focused, quality and results-oriented approach, ensuring compliance with UNOPS policies, UN Security Management System procedures, and national regulations.

The Logistics Associate works in close collaboration with support services personnel, administration and other programme personnel, as well as with personnel of other UN agencies to exchange information and ensure consistent service delivery.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

The Logistics Associate will facilitate:

1. Efficient Logistics Support

• Support the monitoring of all UNOPS project logistics requirements, including coordinating and gathering information on incoming shipments, distribution, and transfer of laboratory, ICT equipment and any other similar equipment to various locations in Zambia, in accordance with UNOPS policies and procedures.
• Assess and organize the logistics function in terms of transport requirements, receipt, handling, storage, and distribution of equipment, and establish proper warehousing and recording systems including asset registers.
• Work in collaboration with Project Managers, Administrative/Operations Officers, and support coordination teams to provide adequate logistics support to the projects.
• Upon request from internal clients, issue equipment and supplies.
• Ensure proper documentation for approvals and receipt of goods/equipment is maintained.
• Work, collaborate, and report to the Asset Management team for the global inventory of the project’s assets and expendables.
• Provide logistics support to ongoing deliveries and field operations within Zambia.
• Implement a Proof of Delivery (POD) system for shipments to field sites, ensuring PODs are signed by the receiver and used during the payment process as proof of service rendered.
• Record and file all shipment and shipping documents, and provide weekly reports on equipment and materials received.
• Provide regular training and briefing to logistics personnel, ensuring that supervised personnel are adequately trained, cross-trained, and equipped to achieve high standards. Support onboarding of new personnel and consultants on logistics procedures.

2. Coordination of Customs Clearance

• Liaise with the Procurement Section for the timely receipt of international shipping documents.
• Prepare for the reception of international shipments, and liaise with Zambian customs authorities, clearing agents, and relevant ministries for tax exemptions, customs clearances, and timely delivery of consignments to the designated beneficiaries.
• Follow up customs clearance documents and approvals with national customs authorities, freight forwarders, and clearing agents to ensure all consignments are released upon arrival.
• Ensure the transport of goods from customs points to ZEMA/UNOPS and other similar warehouses or onward distribution locations.
• Prepare and control exemption requests for contractors, suppliers, and applicable consignments.
• Act as the focal point for assembling, tagging, labelling, and arrangement for the shipment of goods and materials.
• Handle incoming shipments, unpack boxes, and ensure the Receive and Inspection Report (RIR) is completed promptly upon arrival.

3. Warehouse and Asset Management

• Act as team lead, when required, for partner logistics and warehouse assistants and clerks.
• Prepare worker schedules and ensure warehousing and distribution personnel follow safety rules.
• Maintain the logistics filing system, ensuring all equipment information, maintenance schedules, and documentation are properly recorded.
• Ensure that inventories of assets, equipment, and consumables are regularly updated and monitored.
• Oversee assembling, tagging, labelling, and arrangement of goods and materials in the warehouse.
• Ensure that all incoming shipments are inspected and RIRs are completed within 2 working days of receipt.
• Report on cargoes to confirm accuracy and completeness, ensuring detailed packing lists are attached before shipment.
• Assist in inspection and verification of all goods/materials upon receipt to confirm correct quantity, quality, and serviceability.

Impact of Results

The key results directly affect the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education:

• Completion of secondary education is required.
• A First-Level University Degree (Bachelor”s Degree) in Procurement and/or Supply Chain Management, Commerce, Business Administration, Public Administration, Finance, Economics or equivalent disciplines with 2 years experience is desirable.
• Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.

Experience:

• A minimum of six (6) years’ of professional experience in International Public Procurement is required OR
• Minimum of (2) years professional experience in International Public Procurement with a Bachelor”s degree
• UNOPS experience is an asset.
• Experience in working with a range of stakeholders in developing and developed countries is desirable.
• Some experience in UN system organizations, preferably in a developing country, is desirable.
• Experience in the use of google software packages (Google Doc, Sheets and Slides) and experience in handling web-based management systems is an added advantage.

Language Requirements:

Fluency in written, reading and spoken English is required.

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: Local ICA Support – LICA 6/ICS 6

Contract duration: 4 months with possibility of extension, subject to satisfactory performance and availability of funds.

This is a local position and is open to Zambian nationals only.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• The position is based in Lusaka, Zambia which is a family duty station.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.