Supply & Logistics Assistant - Baja California Mexico, Tijuana, Mexico
Field location: Tijuana
Office: UNICEF in Tijuana
Closing date: Thursday, 2 March 2023
Supply & Logistics Assistant, (GS-5), Tijuana, Baja California, Mexico [Temp Appointment]
Job no: 558797
Position type: Temporary Appointment
Location: Mexico Division/Equivalent: Latin America and Caribbean Regional Off
Department/Office: Tijuana, Mexico
Categories: Supply Management
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, support
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life in its social, political, economic, civic and cultural dimensions her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
UNICEF Mexico is a medium size Country Office now expanding its operations through the north and south borders embarking on a bigger humanitarian action and respond, whereby the needs for supply and human resources have increased and the central team requires additional support in order to fulfil their objectives and help UNICEF achieve its goals.
Job organizational context:
The Supply and Logistics Assistant is responsible for assisting the uninterrupted supply of affordable and good quality supplies and services, adapted to the particular context and through compliance with UNICEF’s policies, procedures and ethics standards.
How can you make a difference?
The Supply and Logistics Assistant reports to the Procurement Officer as per the Country Office (CO) set-up and is responsible for managing the supply process of Tijuana field office and, if needed, other offices within the country, for different departments within UNICEF (Programme, PFP, Communication, Operation) and also give support in the context of emergency situations. The job entails planning, procurement, contracting, customs clearance (when needed), warehousing oversight, in country transport and distribution, as well as monitoring of supplies and contracting of services. The incumbent, guided by the procurement officer, is accountable for delivering efficient and cost-effective administrative support services and responsible for effective planning and proper sourcing to contract institutions and individuals goods and services. She/he must conduct efficient procurement to attain the lowest cost without sacrificing the quality of services and supplies, in support of the Country Programme and Humanitarian Action.
Supply Chain Service Delivery and Response
Provide input to the formulation of the annual Supply Plan. Conduct data review and analysis for category management and assist in the development of procurement strategies. Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.
Where relevant, support product innovation and market shaping initiatives for specific categories of supplies and services providing relevant data.
Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.
Prepares documentation for the establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.
Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP - Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.
Regularly monitor dashboard reports and coordinate to ensure necessary supply action is taken in a timely manner in support of UNICEF Programmes.
Regularly extract reports on the status of the existing LTAs, contracts, Purchase Orders (POs) and take necessary action in coordination with the relevant Programme.
Conduct local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.
Provide input on the logistics component of the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms. Keep track of demurrages and detention charges. Negotiate with Airport/Port/Shipping Line for waiver of demurrage/detention charges whenever required. Calculate budget requirements for various delivery modalities and ensure establishment of budget with the colleagues from the respective programme sections.
Liaise with supply colleagues as well as colleagues from respective programme sections, use supply dashboards to ensure pipeline monitoring establishment of appropriate logistics capacity. Monitor progress of offshore and/or regional procurement and take action to ensure timely customs clearance of supplies entering the country. Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
Provide support in logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programme supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
Review needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and transmit all supporting information for contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
Maintain and process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.
Warehousing and inventory management:
Following UNICEF policies and procedures, assess warehousing capacity including facilities, conditions of equipment, manpower, and processes. Propose corrective actions to supervisor. Assess new warehouse facilities when required. If necessary, assists the implementation of new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiik-Halls/Rub Halls type structures).
Support to the maintenance of appropriate warehousing and inventory management processes in support of the country programme implementation. Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained
Assess availability of space and prepare stacking and storage plans to ensure appropriate storage and optimize use of space.
Supervise receipt of consignments and dispatch of supplies.
Prepare stock reports. Monitor inventory to track trends and account for the inventory status from source to beneficiary. Carry out regular physical counts of inventory in the warehouse. Prepare documentation for commodity disposal through Property Survey Board committee. Keep track of near to expiry supplies ensuring FIFO and FEFO approaches.
Alternative delivery mechanisms and procurement services:
Ensures continuous availability of data related to procurement, including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules. Prepares periodic reports, and ad-hoc reports as needed.
Support assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under Harmonized Approach to Cash Transfers (HACT).
Assist in activities that lead to building partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
Support Procurement Services (PS) transactions and projects in collaboration with programme sections and UNICEF Supply Division (SD). As appropriate, support partners on forecasting and costing of PS-channel supplies. Monitor the submission of requests, PS cost estimates, Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders. Follow up with SD and UNICEF freight forwarders as needed on timely delivery/shipment of PS orders. Support communications and follow up with programme colleagues and partners regarding partnership requests and negotiations as required.
Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the various stages of each transaction.
Monitor the incoming pipeline of PS shipments. If required based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), assist the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.
In collaboration with supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, provide inputs towards establishment of processes or manuals to support effective workflows.
To qualify as an advocate for every child you will have...
Completion of secondary education is required, preferably supplemented by technical or university courses related to supply chain, business administration, contract/commercial law, or another relevant technical field.
A minimum of 5 years of relevant administrative experience in supply chain management or a commercial context is required. Fewer years of experience (at least 3 years) could be accepted if the candidate holds a Bachelor’s degree.
Experience in logistics and warehousing is an asset.
Previous experience with SAP (VISION) or similar ERP, desirable.
Understanding of development and humanitarian work is an advantage.
Fluency in Spanish is required.
An intermediate level in English is required, and complete fluency is preferred. If the person hired is not fluent, he/she will have to commit to improving their English skills in the first months of work.
UNICEF constantly works for the well-being of its team. We offer:
Flexible working hours and other flexible working arrangements
International exposure (contact and networking with people from other UNICEF offices)
Benefits above those provided by law in Mexico, such as 4-month parental leave for non-gestational parents and 6-month parental leave for gestational parents
Paid vacations that are accrued after each month of work and can be taken flexibly
The opportunity of impacting the future of children in Mexico.
And many more, so apply now!
For every Child, you demonstrate...
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
UNICEF competencies required for this post are...
(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates with disabilities are encouraged to apply.
UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
This Vacancy Announcement is open to all (internal and external candidates) but non-Mexican candidates must be in possession of an existing Mexican FM3 visa or be a Mexican permanent resident/citizen.
Advertised: Feb 14 2023 Central Standard Time (Mexico) Application close: Mar 01 2023 Central Standard Time (Mexico)
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Closes Mar 01 2023
Supply & Logistics Assistant, (GS-5), Tijuana, Baja California, Mexico [Temp Appointment] in Mexico
Come work for us as a Supply and Logistics Assistant in our office in Tijuana, Baja California! If you are hired, you will report to the Procurement Officer and be responsible for managing the supply process of the Tijuana Field Office and, if needed, other offices within the country, for different departments within UNICEF (Programme, PFP, Communication, Operation). You will also give support in the context of emergency situations, working with planning, procurement, contracting, customs clearance (when needed), warehousing oversight, in-country transport, and distribution, as well as monitoring of supplies and contracting of services. We expect you to deliver efficient and cost-effective administrative support services and be responsible for effective planning and proper sourcing to contract institutions and individuals‘ goods and services. Apply today!
Link to the organization’s job posting: https://unjobs.org/vacancies/1676415346242