Logistics Senior Assistant

UNOPS

1. Logistical Coordination

• Support the delivery, transportation, storage, and distribution of project equipment, furniture, and supplies across designated sites (e.g., schools, hospitals, and government facilities).
• Facilitate logistical arrangements for installation and handover activities, ensuring smooth coordination with project teams, vendors, and recipient entities.
• Liaise with contractors and suppliers to confirm delivery schedules, identify discrepancies, and promote timely arrival of shipments.
• Arrange secure transport routes, coordinate vehicle scheduling, and ensure appropriate logistics support for missions or fieldwork.
• Support inspection and verification processes for delivered goods, Support in identifying and escalating any issues related to damage, quality, or quantities received
• Manage transportation arrangements including route planning and vehicle scheduling
• Secure storage or warehousing when needed.

2. Inventory and Asset Management

• Maintain accurate records of all incoming and outgoing equipment, materials, and furniture using appropriate asset tracking systems.
• Conduct periodic physical inventory checks and ensure proper tagging, storage, and documentation of project assets.
• Assist in tracking the movement, transfer, disposal, or reallocation of assets in line with UNOPS procedures.
• Promptly report any loss, damage, or discrepancy of assets to the Senior Project Manager and initiate appropriate follow-up actions.
• Assist with tagging, coding, and maintaining asset registers.
• Support in asset disposal or transfer processes as per UNOPS policy

3. Documentation and Reporting

• Support the project team in Preparing and maintaining basic documentation of logistics-related activities, including inventory records, shipping documentation, delivery notes, and customs papers.
• Contribute to progress reports by incorporating logistics operations inputs, challenges, and final resolutions.
• Maintain electronic and hard-copy filing systems that are audit-ready and compliant with UNOPS and donor reporting requirements.
• Update and monitor logistics, and customs clearance tracking tools to ensure accurate and timely reporting.
• Support customs and clearance document filing for audit compliance.
• Ensure transport logs and maintenance records are updated regularly.

4. Customs Clearance and Tax Exemption Support

• Liaise with suppliers with respect to customs clearance documents, shipping invoices, and exemption requests for all imported goods and equipment to support an adequate custom clearance process.
• Liaise with customs authorities, clearing agents, to facilitatethe clearance process.
• Monitor and follow up on transit documentation to ensure timely discharge of bonded cargo.
• Work together with the project team and procurement unit to secure their green light approvals for shipping and ensure exemptions are in place before release of goods.

5. Fleet and Fuel Management

• Coordinate vehicle allocation, scheduling, and maintenance to support transport of staff, goods, and materials.
• Monitor vehicle usage, fuel consumption, and maintenance schedules using internal tracking systems.
• Manage car rental contracts and oversee external service providers for fleet maintenance.
• Ensure vehicle registration, insurance, and licensing requirements are up to date and in compliance with host country laws.

6. Travel, Visa, and Protocol Support

• Assist in processing visa applications, and travel authorizations for international staff, consultants, and official missions
• Share with the suppliers the exemptions obtained from the donor or government authorities.
• Support communication and documentation with the ministries and relevant government agencies for all project-related formalities.

7. Vendor and Service Provider Management

• Liaise with third-party service providers (e.g., clearing agents, transport companies, fleet maintenance vendors) against agreed service levels.
• Support procurement processes by collecting quotes, promoting timely delivery of services.
• Review and process invoices related to logistics, customs clearance, transportation, and fleet management.

8. Knowledge Management and SOP Development

• Contribute to the development of Standard Operating Procedures (SOPs) for logistics, customs, transport, and asset management functions.
• Contribute to knowledge sharing, including capturing lessons learned and identifying best practices for future project phases.
• Support training and capacity-building activities related to logistics and administrative procedures for project personnel.